Explanation
BACKGROUND:
This ordinance authorizes the Board of Health to modify the existing contract with Collaborative Research, LLC for the facilitation and management of the Central Ohio HIV Planning Alliance (COHPA) Ryan White Part A Planning Body, Ending the HIV Epidemic Executive Committee, and HIV Prevention. This contract modification has a contract period of March 1, 2026 through February 28, 2027 in an amount not to exceed $3,579.51 for a new contract total amount of $98,579.51. Associated ordinances to this modification are Ord.1939-2026.
In accordance with requirements of the federal legislation, the jurisdiction appoints community members for the planning body to work with the Part A, Ending the HIV Epidemic, and HIV Prevention programs. COHPA meets 6-8 times a year to assess community needs, determine service priorities and allocate grant dollars to service categories based on community needs assessment, service usage and the comprehensive plan for the area. COHPA is responsible for smooth and fair operations; and carrying out mandated duties under the Ryan White legislation. COHPA’s duties include planning, priority setting and resource allocation processes as well as assessment of administrative mechanisms and effectiveness.
In accordance with C.C. 329.09(a):
1. The amount of additional funds being requested under this modification is $3,579.51.
2. Under Columbus City Code Section 329.09, this contract modification is required because it is funded by the Ryan White Part A Grant. Additional services remain unforeseen upon receiving the final award because unanticipated costs for required COHPA representation are needed to cover travel costs for attending the mandatory Ryan White Part A Conference.
3. It is in the City’s best interest to continue with Collaborative Research, LLC. current contract to ensure continuity as they are actively in the process of facilitating the Central Ohio HIV Planning Alliance (COHPA) for fiscal year 2026. These services were advertised through vendor services with RFQ028356 on August 2, 2024, according to bidding requirements of the City Code. This RFQ covers an initial 12-month grant period and includes options to extend annually for up to four additional years, totaling 60 months through February 28, 2030.
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.
Collaborative Research, LLC: CC-000696: $3,579.51
FISCAL IMPACT:
This contract modification is fully funded by the Ryan White Part A grant program and does not generate any revenue or require a city match.
Title
To authorize the Board of Health to modify an existing contract with Collaborative Research, LLC for the facilitation and management of the Central Ohio HIV Planning Alliance (COHPA), for the provision of services allowable under the Health grant funds, for persons with HIV or AIDS in central Ohio for the period of March 1, 2026 through February 28, 2027, to authorize the expenditure of $3,579.51 from the Health grant funds. ($3,579.51)
Body
WHEREAS, the Board of Health has a need to modify an existing contract with Collaborative Research, LLC for the provision of services allowable under the Health grant funds , for persons with HIV or AIDS in central Ohio via the facilitation and management of the Central Ohio HIV Planning Alliance (COHPA) for the period of March 1, 2026 through February 28, 2027; and
WHEREAS, Collaborative Research, LLC has the expertise; and
WHEREAS, the funds necessary to carry out the purpose of this ordinance must be deemed appropriated to support the execution of this contract; and
WHEREAS, the City Auditor requires authorization to establish necessary accounting codes to guarantee that all transactions are accurately recorded on the city’s financial records; and
WHEREAS, it has become necessary in the usual daily operation of the Ryan White Part A grant program, and for the timely fulfillment of grant deliverables, to modify the contract included in this ordinance; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Board of Health is hereby authorized to enter into a contract modification with Collaborative Research, LLC for a total amount not to exceed $98,579.51, for HIV-related services to persons with HIV or AIDS in central Ohio, for the period of March 1, 2026 through February 28, 2027.
SECTION 2. That to pay the cost of said contract, the expenditure of $3,579.51, or so much thereof as may be needed, is hereby authorized from the Health grant funds, Fund No. 2251, object class 03 per the attached accounting document.
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 is properly accounted for and recorded accurately on the city's financial records.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.