Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to renew a services contract with Ohio Business Systems, Inc. for cost-per-copy repair and maintenance services for multi-function copiers for the Division of Refuse Collection facilities. And to add funds for year three of a three year contract with Ohio Business Systems, Inc., in the amount of $12,500.00, and to authorize the Director of Public Service to execute contract modifications if needed to clarify terms and conditions of the contract or to implement program improvements and enhancements.
The original contract amount: $12,500.00 (PO215745)
The total of Modification No. 1: $12,500.00 (PO265308)
The total of Modification No. 2 $12,500.00 (This ordinance)
The contract amount including all modifications: $37,500.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Ohio Business Systems, Inc.
2. CONTRACT COMPLIANCE
Ohio Business Systems, Inc. contract compliance number is CC004342 and expires 2/2/2024.
3. FISCAL IMPACT
This planned contract renewal and expenditure is appropriated in the Division of Refuse Collection's 2022 General Fund budget.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow timely execution of this contract, to prevent a lapse of repair and maintenance service for copiers located at all Division of Refuse Collection facilities.
Title
To authorize the Director of Public Service to renew the contract with Ohio Business Systems, Inc. for cost per copy repair and maintenance services for copiers at Division of Refuse Collection facilities; to authorize the expenditure of $12,500.00 from the General Fund for the third year of a three year contract; and to declare an emergency. ($12,500.00)
Body
WHEREAS, the City of Columbus, Division of Refuse Collection requires copier repair and maintenance services at all of their facilities; and
WHEREAS, a one-year contract with two renewal options to perform these services was awarded to Ohio Business Systems, Inc.; and
WHEREAS, to authorize the option to renew the contract for year three of a three year contract; and
WHEREAS, it is necessary to add funds to the contract to pay for year three; and
WHEREAS, it is necessary to authorize the expenditure of $12,500.00 from the Division of Refuse Collection from the General Fund to pay for year three of a three year contract; and
WHEREAS, it may be necessary to execute contract modifications to clarify terms and conditions of the contract, and to execute contract modifications to implement program improvements and enhancements; and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Refuse Collection Division, in that it is immediately necessary to authorize the Director to renew the contract with Ohio Business Systems, Inc. to prevent a lapse in the contract and to allow the continuation of the service, thereby preserving the public health, peace, property, safety and welfare, now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Service be and hereby is authorized to renew a contract for year three of a three contract with Ohio Business Systems, Inc., to pay for the Cost Per Copy Repair and Maintenance 2022 services for copiers located at all Division of Refuse Collection facilities.
SECTION 2. That the expenditure of $12,500.00, or so much thereof as may be needed, is hereby authorized in Fund 1000, the General Fund, Object Class 03 (Purchased Services).
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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
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.