Explanation
This legislation authorizes the Executive Director of the Civil Service Commission to enter into contract modification No. 2 with Veritext, LLC for Court Reporting Services to ensure funding is available for the historical recording of regular commission and trial board meetings as mandated via the City Charter and Commission Rules. This includes attendance and transcription services, original depositions and scanned exhibits.
The Commission previously executed a contract on March 9, 2024 with Anderson Reporting Services, Inc. for Court Reporting Services from June 1, 2024 to May 31, 2025. Anderson Reporting Services, Inc. was recently acquired by Veritext, LLC and the company had changed their name and Federal Identification Number. Ordinance #3218-2024, passed December 9, 2024 authorized the assignment of all past, present and future business done by the City of Columbus with Anderson Reporting Services, Inc. FID #31-1432008, to be reassigned to Veritext, LLC, FID #20-3132569. At the time of this previous Ordinance, it was not anticipated that additional funding would be needed. Due to the nature and extent of several investigations and unanticipated Special meetings, additional court reporting services were necessary and the funding was depleted much faster than anticipated.
At this time, it is necessary to execute modification #2 of the current contract to add additional funding to allow for the timely and complete processing of payments through the end of the contract period of May 31, 2025.
SUPPLIER: Veritext, LLC (20-3132569), Vendor #016271, Expires (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. 2 is $5,000.00. Total contract amount including this modification is $11,000.00.
2. Reason additional funds were not foreseen: At the time of the previous Ordinance, it was not anticipated that additional funding would be needed. Due to the nature and extent of several investigations and unanticipated Special meetings, additional court reporting services were necessary and the funds were depleted much faster than anticipated.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original 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 agreement.
FISCAL IMPACT: $5,000.00 is needed for this modification. Budget priorities will be reviewed and shifted to cover the additional cost of this expense.
$5,390.50 has been spent to date in 2025
$2,379.50 was spent in 2024
$4,295.00 was spent in 2023
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency because, 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 through the end of the contract period by the vendor, will be delayed.
Title
To authorize the Executive Director of the Civil Service Commission to modify the contract with Veritext, LLC to add additional funding; to authorize the expenditure of $5,000.00 from the General Fund, and to declare an emergency. ($5,000.00)
Body
WHEREAS, the City of Columbus has a need to ensure funding is available for the historical recording of regular commission and trial board meetings as mandated via the City Charter and Commission rules. This includes attendance and transcription services, original depositions and scanned exhibits; and
WHEREAS, the Civil Service Commission has a contract with Veritext, LLC for Court Reporting Services; and
WHEREAS, due to the nature and extent of several investigations and unanticipated Special meetings, additional court reporting services were necessary and the funding was depleted much faster than anticipated; and
WHEREAS, it is necessary to execute modification #2 of the current contract to add additional funding to allow for the timely and complete processing of payments through the end of the contract period of May 31, 2025; and
WHEREAS, this Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications and renewals; and
WHEREAS, this Ordinance authorizes the expenditure of $5,000.00 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 to modify an existing contract to add additional contract funding with Veritext, LLC to allow for the timely payment of the additional services provided through the end of the contract period, 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 the modify and increase contract No. PO435538 with Veritext, LLC, 290 W. Mt. Pleasant Avenue, Suite 3200, Livingston, NJ 07039, for Court Reporting Services, in accordance with the terms and conditions on file in the Office of the Civil Service Commission. The amount of modification No. 2 is $5,000.00. Total contract amount including this modification is $11,000.00.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Executive Director of the Civil Service Commission.
SECTION 3. That this modification is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications and renewals.
SECTION 4. That the expenditure of $5,000.00 or so much thereof as may be needed, is hereby authorized in Fund 1000 General Fund in object class 03 Services in the amount of $5,000.00, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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.