Explanation
Background:
This legislation authorizes the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to modify the current lease agreement with Ohio Business Systems Inc. (“OBS”) to increase funding in an amount of up to $4,000.00.
PO564627 authorized the Municipal Court Clerk to enter into a contract with OBS in the amount of $4,874.50. OBS is the current vendor that provides the copiers and maintenance for the daily operations of the Municipal Court Clerk’s Office. The Municipal Court Clerk has seen an increase in case load which increases the amount of printing the Civil Division is producing. To save money and resources, the Municipal Court Clerk shifted printing away from standard printers, which were costing more resources in toner, to the copiers which are better able to handle the volume and reduce the usage of toner and printing costs overall. The additional funds will ensure there are no unforeseen overages.
Contract Modification:
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
1. Amount of additional funds: Amount of additional funds to be expended under this modification is $4,000.
2. Reason additional funds were not foreseen: Additional funds are needed due to the unforeseen increase in usage of the service.
3. Reason other procurement processes were not used: We have a current contract with OBS which the original contract was bid out using RFQ032593.
4. How was cost determined: Cost determination: The cost was determined by using the rates stated in the current contract.
EMERGENCY DESIGNATION:
Emergency legislation is requested for the purchase of support services for the daily printing and copying operations of the Municipal Court Clerk. More funds are needed on the contract as a result of increased usage as the Municipal Court Clerk is imminently running out of funds on the contract. As noted above, the Municipal Court Clerk shifted printing from standard printers to the copiers to save on expensive toner. Civil summonses are printed on copiers, if the account is suspended or put on hold due to the overage not being paid, the Municipal Court Clerk would be delayed issuing important summons that may have a court date. Timely service is crucial to the daily operations of the Municipal Court Clerk.
Fiscal Impact:
Funds totaling $4,000.00 are available within the Municipal Court Clerk’s computer fund budget.
Contract Compliance Number: CC-004342
Ohio Business Systems Inc.
Expiration Date: 1/27/2027
Vendor Number: 004342
Title
To authorize the Municipal Court Clerk to modify the current lease agreement with OBS for the purchase of copier equipment, software, maintenance, and support; to authorize the expenditure of $4,000.00 from the Municipal Court Clerk computer fund; and to declare an emergency. ($4,000.00)
Body
WHEREAS, it is necessary for the Municipal Court Clerk modify the current lease agreement with OBS for the purchase of copier equipment, software, maintenance, and support; and
WHEREAS, OBS is the copier and printing service for the daily operations of the Municipal Court Clerk; and
WHEREAS, an emergency exists in the usual and daily operation of the Municipal Court Clerk, in that it is immediately necessary to authorize the Municipal Court Clerk to modify the current lease agreement with OBS for the purchase of copier equipment, software, maintenance, and support to avoid a disruption in the daily operations of the Municipal Court Clerk, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Municipal Court Clerk is authorized to modify the current lease agreement with OBS for the purchase of copier equipment, software, maintenance, and support in the amount of up to $4,000.00.
SECTION 2. That the expenditure of $4,000.00 or so much thereof as may be necessary is hereby authorized to be expended from Fund 2227 (computer fund), Department/ Division 2601 (Municipal Court Clerk), Object Class - 03 (contractual services) 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.