Explanation
BACKGROUND: This ordinance authorizes the Executive Director of the Civil Service Commission to establish a contract with Ohio Business Systems, Inc., for the purchase of Cost-Per-Copy repair and maintenance service for a RICOH MP5055SP Printer/Scanner/Copier System, Serial No. C330R500200.
BID INFORMATION: The Civil Service Commission solicited informal bids due on June 15, 2026, for the subject services and supplies in accordance with the provisions of Section 329.19 (d)(2) (RFQ032990). 153 vendors were solicited. One (1) bid was received by the due date and opened on June 17, 2026. The sole bidder was Ohio Business Systems, Inc. (MAJ). The bid was received, reviewed, and determined to be a responsive and responsible bid and it was decided to be in the best interest of the City to enter into contract with Ohio Business Systems, Inc.
This contract will be for a period of one (1) year from the date of execution by the City of Columbus, with yearly renewal options for two (2) additional years, on a year-to-year basis based on funding availability, mutual agreement by both parties, approval by ordinance of Columbus City Council, and the appropriation and certification of funds by the City Auditor. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
FISCAL IMPACT: A total of $207.80 is requested and budgeted for this expenditure within the Civil Service Commission General Fund Operating Budget
$18.35 has been spent to date in 2026
$63.08 was spent in 2025
$71.60 was spent in 2024.
SUPPLIER: Ohio Business Systems, Inc. (Vendor #004342) MAJ expires 1/27/2027
The company is not debarred according to the Excluded Party Listing of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
EMERGENCY DESIGNATION: The Civil Service Commission respectfully requests this legislation be considered for emergency action to allow for the establishment of the necessary contract for cost-per-copy repair and maintenance service for this copier, which is currently out of contract.
Title
To authorize the Executive Director of the Civil Service Commission to enter into a renewable multi-year contract with Ohio Business Systems, Inc. for the purchase of cost-per-copy repair and maintenance service for a multi-function copier, to authorize the expenditure of $207.80 from the General Fund, and to declare an emergency. ($207.80)
Body
WHEREAS, there is a need to establish a contract for the purchase of cost-per-copy repair and maintenance service for a multi-function copier for the Civil Service Commission, and
WHEREAS, the Civil Service Commission solicited Competitive Bids for the purchase of cost-per-copy repair and maintenance service for a RICOH MP5055SP Printer/Scanner/Copier System, Serial No. C330R500200, and
WHEREAS, one (1) bid was received by the due date of June 15, 2026, opened on June 17, 2026, and reviewed by the Civil Service Commission, (RFQ032990), for the purchase of cost-per-copy repair and maintenance service for a RICOH MP5055SP Printer/Scanner/Copier System, Serial No. C330R500200, and
WHEREAS, the sole bidder was Ohio Business Systems, Inc. (MAJ), and
WHEREAS, this contract is for one (1) year, from the date of execution by the City of Columbus with the option to renew for two (2) additional years, on a year-to-year basis, based upon mutual agreement, budgeted funds, approval by City Council and the appropriation and certification of funds by the City Auditor, and
WHEREAS, if unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required, 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 enter into contract with Ohio Business Systems, Inc., for the purchase of cost-per-copy repair and maintenance service for a copier which is currently out of contract, 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 Executive Director of the Civil Service Commission be and is hereby authorized to enter into a renewable multi-year contract with Ohio Business Systems, Inc., for the purchase of Cost-Per-Copy Repair and Maintenance service for a RICOH MP5055SP Printer/Scanner/Copier System, Serial No. C330R500200.
SECTION 2. That the expenditure of $207.80 or so much thereof as may be needed is hereby authorized in Fund 1000, General Fund - Civil Service Operating Fund, in object class 02 Goods in the amount of $35.00, and in object class 03 Services in the amount of $172.80 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/renewals 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.