Explanation
BACKGROUND: The purpose of this legislation is to authorize the Executive Director of the Civil Service Commission to enter into modification No. 1 with Ohio Business Systems, Inc., dba Capitol Copy to allow for the modification, increase, extension and purchase option of contract No. PO538616 for the lease, supplies, cost-per-copy maintenance and support services, with the option to purchase the copiers at the end of the 36-month lease term for $1.00 each, for two (2) Ricoh IM 4000 Multifunction Copiers (Serial Nos. 4445R800690 & 4445R800708) to be used by the Applicant & Employee Services Section and the Administration Section, in an amount not to exceed $5,225.88.
The Civil Service Commission solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive sealed bidding (RFQ031555). Forty-six (46) vendors were solicited, and four (4) bids were received and opened on November 7, 2025. Ohio Business Systems, Inc., dba Capitol Copy was determined to be the most responsive, responsible and best bidder.
The Commission staff did not realize that although the dollar amount was low enough to not need legislation, it was still required because it was to be awarded as a multi-year lease contract with the option to purchase the equipment at the end of the contract term. It is now necessary to modify the contract with modification No. 1 to allow the Commission to exercise the two (2) renewal options, on a year-to-year basis, through the end of the 36-month contract term, to exercise the option to purchase the multi-function copiers for $1.00 each at the end of the lease term, and to add additional funding necessary for the payment of invoices at the time of each renewal option, of the 36-month contract.
The Civil Service Commission is requesting Council’s approval for this contract to be modified, increased, extended and to allow for the option to purchase the multi-function copiers at the end of the 36-month lease term for $1.00 each, in accordance with the relevant provisions of the Columbus City Code, Chapter 329.09 (a) relating to contract modifications. This modification will allow for the contract to be extended through and including months 13 through 24 and authorizes the expenditure of $5,225.88 or so much thereof as may be needed. If unforeseen issues or difficulties are encountered that would require additional funding a modification would be requested.
Supplier: Ohio Business Systems, Inc., dba Capitol Copy, vendor #004342, CC expiration date 1/27/2027
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
Cost Summary:
Original Contract (PO538616) - $ 5,225.88 (Feb. 1, 2026 - Jan. 31, 2027)
Modification #1 (pending) $ 5,225.88 (Feb. 1, 2027 - Jan. 31, 2028)
Contract Total to Date: $10,451.76
1. Amount of additional funds: Total amount of additional funds needed for this modification No. 1 is $5,225.88 Total contract amount including this modification is $10,451.76.
2. Reason additional funds were not foreseen: This is a planned modification. The original contract was for payment of the lease, supplies, cost per copy maintenance and support services for the first year of a 36-month contract in the amount of $5.225.88 and allowed for the option to purchase the copiers for $1.00 each at the end of the 36-month lease term. The funding for the second year of the contract was anticipated and is included within this modification.
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: $5,225.88 is needed for this modification No. 1 within the General Fund. At the time of the 2026 budget preparation funding for a new lease agreement was not anticipated for the two copiers. Budgeted funds will be reprioritized to make the necessary funding available for this expenditure.
$2,059.32 has been spent to date in 2026
$188.92 was spent in 2025 (no contract from 3/31/2025-11/12/2025)
$836.29 was spent in 2024
Title
To authorize the Executive Director of the Civil Service Commission to enter into a contract modification with Ohio Business Systems, Inc., dba Capitol Copy to provide for a multi-year contract for the lease, supplies, cost-per-copy maintenance and support services, with the option to purchase two multi-function copiers for $1.00 each at the end of the lease term for the Civil Service Commission; and to authorize the expenditure of $5,225.88 from the General Fund. ($5,225.88)
Body
WHEREAS, the Civil Service Commission has a contract with Ohio Business Systems, Inc., dba Capitol Copy to provide for the lease, supplies, cost-per-copy maintenance and support services for two multi-function copiers with the option to purchase the copiers at the end of the 36-month lease term for $1.00 each, for two (2) Ricoh IM 4000 Multifunction Copiers (Serial Nos. 4445R800690 & 4445R800708) to be used by the Applicant & Employee Services Section and the Administration Section for the Civil Service Commission, and
WHEREAS, the Commission staff did not realize that although the dollar amount was low enough to not need legislation, it was still required because it was to be awarded as a multi-year contract, and
WHEREAS, it is now necessary to modify the contract with modification No. 1 to allow the Commission to exercise the two (2) renewal options, on a year-to-year basis, through the end of the 36-month contract term, with the option to purchase the copiers at the end of the lease term for $1.00 each, for two (2) Ricoh IM 4000 Multifunction Copiers; and to add additional funding necessary for the payment of invoices at the time of each renewal option, of the 36-month contract, and
WHEREAS, the Civil Service Commission wishes to modify, increase and extend PO538616 with Ohio Business Systems, Inc., dba Capitol Copy for the lease, supplies, cost-per-copy maintenance and support services, with the option to purchase the two multi-function copiers at the end of the lease term for $1.00 each, and
WHEREAS, the vendor has agreed to modify, increase and extend PO538616 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, increased and extended and allow for the purchase option to be exercised in accordance with the relevant provisions of the Columbus City Code, Chapter 329.09 (a) relating to contract modifications, and
WHEREAS, this Ordinance authorizes the expenditure of $5,225.88 or so much thereof as may be needed, from the General Fund, and
WHEREAS, it has become necessary in the usual daily operation of the Civil Service Commission, to authorize the Executive Director of the Civil Service Commission, to modify, increase and extend its contract and allow for the purchase option to be exercised with Ohio Business Systems, Inc., dba Capitol Copy to allow for the timely payment of supplies and services through the end of the contract period; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Civil Service Commission Executive Director be and is hereby authorized to modify the contract with modification No. 1 to allow the Commission to exercise the two (2) renewal options, on a year-to-year basis, through the end of the 36-month contract term, with the option to purchase the copiers at the end of the lease term for $1.00 each, for two (2) Ricoh IM 4000 Multifunction Copiers (Serial Nos. 4445R800690 & 4445R800708), and to add additional funding necessary for the payment of invoices at the time of each renewal option, of the 36-month contract on Contract No. PO538616 with Ohio Business Systems, Inc., dba Capitol Copy, 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 $5,225.88. Total contract amount including this modification is $10,451.76.
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329.09(a) relating to contract modifications/renewals.
SECTION 3. That the expenditure of $5,225.88 or so much thereof as may be needed, be and the same is hereby authorized in Fund 1000 General Fund in object class 02 Goods in the amount of $50.00 and in object class 03 Services in the amount of $5,175.88 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 contracts or contract modifications/renewals associated with this Ordinance.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.