Explanation
The purpose of this legislation is to authorize the Executive Director of the Civil Service Commission to enter into contract modification No. 1 with Woodhull LLC for the purpose of adding additional funds to contract No. PO388466 for the payment of invoices for the maintenance and supplies of a Ricoh MP 5055SP, Serial No. C330R00200, ID #22636 printer, scanner and multi-functional equipment copier.
The Civil Service Commission solicited Competitive Bids for the subject services in accordance with the relevant provisions of City Code Chapter 329 for Competitive Sealed Bidding (RFQ024953/BID 2598364). Bids were received and opened on Friday, May 26, 2023. Woodhull LLC was determined to be the lowest, most responsive, responsible and best bidder.
This is an unplanned modification. The original contract was in effect for three (3) years from July 16, 2023 to and including July 16, 2026. In the amount of $174.00. This modification is to provide additional funding necessary for the payment of services to be provided through the contract expiration date of July 16, 2026.
This ordinance is being submitted in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to contract modifications.
SUPPLIER: Woodhull LLC (031271), Pending Certification
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: Total amount of additional funds needed for this modification No. 1 is $100.00. Total contract amount including this modification is $274.00.
2. Reason additional funds were not foreseen: This is an unplanned modification. The original contract was for payment of the cost per copies, maintenance and supplies for a 3-year period in the amount of $174.00. The monthly fees have exceeded the available funds and therefore additional funding is necessary to continue the payment of invoices that are or will become due through the balance of the contract term.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original contract.
FISCAL IMPACT: $100.00 is needed for this modification and will be funded by the General Fund. Funds within the Civil Service Commission Operating Fund will be re-prioritized to cover the costs of this additional contract modification.
$15.69 has been spent to date in 2025
$71.60 was spent in 2024
$32.15 was spent in 2023
EMERGENCY DESIGNATION: The Civil Service Commission respectfully requests this legislation be considered for emergency action to allow for the payment of the necessary equipment, supplies and maintenance services without delay. Without emergency action, no less than thirty-seven days will be added to this procurement cycle and the timely payment of the additional services, provided by the vendor, will be delayed.
Title
To authorize the Executive Director of the Civil Service Commission to enter into a contract modification with Woodhull LLC to provide for Printer, Scanner and Multi-functional Equipment Maintenance and Supplies for the Civil Service Commission, to authorize the expenditure of $100.00 from the General Fund, and to declare an emergency. ($100.00)
Body
WHEREAS, the Civil Service Commission has a contract with Woodhull LLC to provide Printer, Scanner and Multi-functional Equipment Maintenance and Supplies, and
WHEREAS, the Civil Service Commission wishes to modify, and increase PO388466 with Woodhull LLC for Printer, Scanner and Multi-functional Equipment Maintenance and Supplies to provide the additional funding necessary for the Commission, through the current contract expiration date of July 16, 2026, and
WHEREAS, the vendor has agreed to modify and increase PO388466 at current prices and conditions, and it is in the best interest of the City of Columbus to exercise this option, and
WHEREAS, the Civil Service Commission is requesting this contract be modified and increased in accordance with the relevant provisions of the Columbus City Code, Chapter 329 relating to contract modifications, and
WHEREAS, this Ordinance authorizes the expenditure of $100.00 or so much thereof as may be needed, from the General Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Civil Service Commission in that, it is immediately necessary to authorize the Executive Director of the Civil Service Commission, to modify and increase its contract with Woodhull LLC to allow for the timely payment of services through the end of the contract period, all for the immediate preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Executive Director of the Civil Service Commission be and is hereby authorized to modify and increase Contract No. PO388466 with Woodhull LLC, for the Civil Service Commission, in accordance with the terms and conditions on file in the Office of the Civil Service Commission. Total amount of modification No. 1 is ADD $100.00. Total contract amount including this modification is $274.00.
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications/renewals.
SECTION 3. That the expenditure of $100.00 or so much thereof as may be needed, be and the same hereby is authorized in Fund 1000 General Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract and agreement modifications / renewals associated with this ordinance.
SECTION 6. 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.