Explanation
The City Attorney currently contracts with Fireproof Records Center for the storage, retrieval and destruction of records of various programs and of criminal and civil case files. It is now estimated that the cost of said services will exceed $20,000.00 for fiscal year 2004. Therefore, it is the desire of the City Attorney to enter into a formal contract with Fireproof for a time period of October 1, 2004 to March 31, 2005 for an amount not to exceed $13,500.00. Previous payments to Fireproof Records Center over the last 2 years have totalled close to $19,000.00. During that time, the City Attorney has been investigating alternatives to off-site storage of all his office's records and the practicality of bringing some of his files in-house.
Informal bids were solicited from three service providers. It was decided that staying with the current provider was the best course of action in the short term due to the high cost of moving an estimated 2,700 boxes of files from one provider's location to another.
This contract will allow the office to continue storage and retrieval as-needed of the documents and allow the office time to formally bid it's future needs for such services.
Fireprooof Records Center's current Contract Compliance Number with the City's EBOCO office is 31-4366184.
Title
To authorize the City Attorney to enter into a contract with Fireproof Records Center, to authorize the expenditure of Thirteen Thousand Five Hundred Dollars ($13, 500.00), to waive the provisions of competitive bidding, and to declare an emergency.
Body
WHEREAS, funds are available in the General Fund within the office of the City Attorney for records management expenses, and
WHEREAS, the City Attorney's Office has previously contracted with Fireproof Records Center to provide said services; and
WHEREAS, previous expenditures with Fireproof are currently in excess of $19,000.00 ;and
WHEREAS, it is now necessary to enter into a contract for the remainder of fiscal year 2004 and the first quarter of 2005 and to appropriate sufficient funds to cover the office's storage needs while we formally bid the service; and
WHEREAS, an emergency exists in the usual daily operations of the City Attorney's Office in that it is immediately necessary for the public peace, property, health, safety and welfare of the City to enable the City Attorney to contract for such services to provide for continued access to files; now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS, OHIO:
SECTION 1. That the City Attorney be and hereby is authorized to contract with Fireproof Records Center for records management services for the period October 1, 2004 to March 31, 2005.
SECTION 2. That City Council deems it to be in the best interest of the City to waive the provisions pertaining to competitive bidding in 329 of the Columbus City Codes and the same are hereby waived for the purpose of entering into this contract.
SECTION 3. That the sum of Thirteen Thousand Five Hundred Dollars ($13,500.00), or so much thereof as may be necessary, is hereby authorized to be expended to pay the cost of said contract from: Department 2401, General Fund 010, OCA Code 240101, Object Level One 03, Object Level Three 3446.
SECTION 4. 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 same.