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File #: 2501-2021    Version: 1
Type: Ordinance Status: Passed
File created: 9/24/2021 In control: Finance Committee
On agenda: 10/11/2021 Final action: 10/13/2021
Title: To authorize the City Treasurer to modify its contract for city wide e-payment services with First Data Government Solutions; to authorize the expenditure of up to $40,000.00 from various funds within the City; and to declare an emergency. ($40,000.00)
Attachments: 1. 2501-2021 First Data contract mod.pdf

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 e-payment services has successfully brought on-line payments to many city divisions.  At the present time, the following city divisions are using the services provided by this contract: City Auditor (Income Tax), Public Safety (License and Fire), Building and Zoning, Human Resources (Training), Health, Recreation and Parks, Public Service and Public Utilities.

 

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.  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.

 

City Council authorized the modification and extension of the third year of the First Data contract for the period March 2, 2018 through March 1, 2019 with passage of Ordinance 0431-2018 on February 12, 2018.  Ordinance 0404-2019 authorizing the fourth year of e-payment services was passed by Columbus City Council on February 11, 2019.

 

City Council authorized the renewal of the contract with First Data for the fifth year of e-payment services for the period March 2, 2020 through March 1, 2021 with passage of ordinance 0446-2020 on February 24, 2020.

 

The contract renewal with First Data for the sixth year of e-payment services was authorized by Columbus City Council with passage of ordinance number 0351-2021 on February 22, 2021 for the period March 2, 2021 through March 1, 2022.

 

The City Treasurer now wishes to modify the contract to provide additional funding for e-payments services with First Data for the departments of Building and Zoning Services and Public Utilities and to add COAAA to the organizations utilizing First Data’s gateway under contract.

 

Emergency action is requested in order that there is no interruption in credit card payment services available to the customers of the city.

FISCAL IMPACT:

This ordinance is contingent on passage of the 2021 budget.  Funds for these expenditures are budgeted and available within the various funds 2021 budget appropriations.

 

Contract Compliance:  First Data Government Solutions 582582959 expiration February 24, 2023. 

 

Title

 

To authorize the City Treasurer to modify its contract for city wide e-payment services with First Data Government Solutions; to authorize the expenditure of up to $40,000.00 from various funds within the City; and to declare an emergency. ($40,000.00)

 

 

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, City Council authorized the modification and extension of the third year of the contract for e-payment services with passage of ordinance number 0431-2018 on February 12, 2018 and the fourth year through March 1, 2020 with passage of ordinance 0404-2019 on February 11, 2019; and

 

WHEREAS, City Council authorized the renewal of the fifth year of the contract for e-payment services for the period March 2, 2020 through March 1, 2021 with passage of ordinance number 0446-2020 on February 24, 2020; and

 

WHEREAS, City Council authorized the renewal of the sixth year of the contract for e-payment services for the period March 2, 2021 through March 1, 2022 with passage of ordinance number 0351-2021 on February 22, 2021; and

 

WHEREAS, the City Treasurer now wishes to modify its contract with First Data for e-payment services and related expenditures to provide additional funding for the departments of Public Utilities and Building and Zoning Services and for COAAA for the period March 2, 2021 through March 1, 2022; and

 

WHEREAS, an emergency exists in the usual daily operation of the City Treasurer's Office in that it is immediately necessary to authorize the City Treasurer to modify its contract with First Data Government Solutions and to authorize the expenditure as cited below, so there is no interruption in credit card payment services available to the customers of the city and providing city wide e-payment services is necessary for the daily operation of normal business activities of the City, 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, 2021 through March 1, 2022.

 

SECTION 2. That the expenditure of up to $40,000.00 or so much thereof that may be necessary in regard to the action authorized in Sections 1, be and is hereby authorized and approved as per the accounting codes in the attachment to this ordinance.

 

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 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 5. 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.