Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify past, present and future contracts and purchase orders with HiTouch Business Services LLC. HiTouch Business Services LLC is a disregarded entity under its parent, Staples, Inc., and Staples, Inc. has determined to absorb HiTouch Business Services LLC and will conduct future business with the City as Staples, Inc. This ordinance authorizes the assignment of all past, present and future business done by the City of Columbus with and from HiTouch Business Services LLC 272313934 to Staples, Inc. 042896127. Staples, Inc.'s registration with the Secretary of State's Office is in process and the authorization provided for within this legislation is contingent upon Staples, Inc. completing such registration.
No additional funds are necessary to modify the option contract(s) as requested. There is no change in the type of products being procured and the original contract was formally bid. The original terms and conditions remain in effect.
Pursuant to Section 329.09(a) of Columbus City Codes:
(1) Amount of additional funds to be expended under the modification: No additional funding is necessary for this modification.
(2) Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded: N/A
(3) Why it would not be in the city's best interests to have the additional contract requirements awarded through other procurement processes specified in this chapter: N/A
(4) How the price for the additional goods or services which are the subject of the modification was determined: N/A
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation be considered an emergency in order to maintain an uninterrupted supply of Office Supplies, Accessories, Papers and equipment used by various City agencies for daily operational purposes, as the corporate transition from HiTouch Business Services LLC to Staples, Inc. is expected to be effectuated on August 4, 2025, and the City’s existing UTC needs to be modified prior to that date.
FISCAL IMPACT: No additional funding is required to modify the option contract. The Department of Finance and Management and city departments must set aside their own funding for their estimated expenditures.
Title
To authorize the Finance and Management Director to modify past, present and future contract(s) and purchase orders from HiTouch Business Services LLC to Staples, Inc. and to declare an emergency. ($0.00)
Body
WHEREAS, the Finance and Management Department, Purchasing Office has an option contract and open purchase orders for Office Supplies, Accessories and Papers for use Citywide; and
WHEREAS, Staples, Inc. has determined to absorb HiTouch Business Services LLC and will conduct future business with the City as Staples, Inc., and in addition to notifying the City, Staples, Inc. has agreed to honor the past, present and future contracts and agreements that the City has with HiTouch Business Services LLC; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to modify all contracts and purchase orders established and in process with HiTouch Business Services LLC to transition them to Staples, Inc. due to a corporate restructure expected to be effectuated on August 4, 2025, in order to maintain an uninterrupted supply of Office Supplies, Accessories, Papers and equipment used by various City agencies for daily operational purposes under the City's current contracts and agreements with HiTouch Business Services LLC, thereby preserving the public health, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to modify all past, present and future contracts and purchase orders pursuant to those contracts to reflect the transition from HiTouch Business Services LLC, 272313934, to Staples, Inc., 042896127. The authorization provided for within this Section 1 is contingent upon Staples, Inc. becoming properly licensed and registered to do business with the Ohio Secretary of State's office.
SECTION 2. That this modification is in accordance with relevant provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. 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.