Explanation
BACKGROUND:
This ordinance authorizes the Board of Health to modify an existing contract with Vital Records Holding, LLC for records storage, in an amount not to exceed $6,500.00 for a new total contract amount of $31,500.00. This contract modification has a contract period of September 1, 2025 through August 31, 2026. This modification is necessary due to an increased need in record storage.
In accordance with C.C. 329.09(a):
1. The amount of additional funds being expended under this modification is $6,500.00.
2. The need for additional services was unforeseen at the time of the initial award which was based on prior years' cost history.
3. It is in the City’s best interest to continue with Vital Records Holding, LLC current contract to ensure continuity as they are the current awarded vendor for these services.
4. The cost of this contract modification is consistent with the rates established within the original proposal/contract as negotiated during the RFP/RFQ process (RFQ030588)
This ordinance is being submitted as an emergency in order to ensure there are no delays in the provision of needed record storage services as the contract is set to expire imminently.
FISCAL IMPACT:
$6,500 is budgeted and available within the Health Special Revenue Fund to meet the financial obligation of this contract modification. PO526005 authorizes $25,000 for these services. With this modification, the contract amount will be $31,500.
Title
To authorize the Board of Health to modify an existing contract with Vital Records Holding, LLC for records storage, for the period of September 1, 2025 through August 31, 2026, to authorize a total expenditure of $6,500.00 from the Health Special Revenue fund for said contract modification; and to declare an emergency. ($6,500.00)
Body
WHEREAS, the Board of Health has a need to modify an existing contract with Vital Records Holding, LLC for records storage services for the period of September 1, 2025 through August 31, 2026; and
WHEREAS, a modification to the existing contract is necessary due to an increase in needed services; and
WHEREAS, an emergency exists in the usual daily operation of Columbus Public Health in that it is immediately necessary to authorize the Board of Health to modify a contract with Vital Records Holding, LLC in order to avoid any delay in the provision of these services as the contract is set to expire imminently all for the immediate preservation of 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 Board of Health is hereby authorized to modify an existing contract with Vital Records Holding, LLC, for records storage for the period of September 1, 2025 through August 31, 2026.
SECTION 2. That to pay the cost of said contract modification, the expenditure of $6,500.00, or so much thereof as may be needed, is hereby authorized from the Health Special Revenue Fund, Fund No. 2250, Department of Health 50, Division No. 5001, in object class 03-Services 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 necessary to ensure that this contract modification is properly accounted for and recorded accurately on the city's financial records.
SECTION 5. That for 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.