Explanation
This purpose of this legislation is to authorize the Executive Director (or designee) of the Civil Service Commission to enter into a multi-year contract with Access Information Management Corporation for the purpose of providing Offsite Document Storage & Retrieval Services.
This contract is for a period of three (3) years from March 1, 2025 through February 29, 2028.
SUPPLIER: Access Information Management Corporation, Expires 7/11/2026, Vendor #027849, MAJ
Access Information Management Corporation does not hold MBE/FBE status.
The company is not debarred according to the Excluded Party Listing of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: $4,010.28 is budgeted and needed for this purchase.
$774.19 was spent in 2024
$1,105.89 was spent in 2023
This ordinance is contingent on the passage of the 2025 Operating Budget, Ordinance #3035-2024.
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.
Title
To authorize the Civil Service Commission Executive Director (or designee) to enter into a contract with Access Information Management Corporation to provide Offsite Document Storage & Retrieval Services for the Civil Service Commission, to authorize the expenditure of $4,010.28 from the General Fund, and to declare an emergency. ($4,010.28)
Body
WHEREAS, the Civil Service Commission has a need for Offsite Document Storage & Retrieval Services; and
WHEREAS, Access Information Management Corporation has provided Offsite Document Storage & Retrieval Services to the City of Columbus, Civil Service Commission; and
WHEREAS, the Civil Service Commission wishes to enter into a three (3) year service contract from March 1, 2025 through February 29, 2028; 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 (or designee) of the Civil Service Commission to enter into contract for Offsite Document Storage & Retrieval Services with Access Information Management Corporation because no less than thirty-seven days will be added to this procurement cycle, for the immediate preservation of the public peace, property, health, safety and welfare, NOW, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Executive Director (or designee) of the Civil Service Commission be and is hereby authorized to enter into contract with Access Information Management Corporation for the Offsite Document Storage & Retrieval Services in accordance with the terms and conditions as shown in the agreement on file.
SECTION 2. That said firm shall provide the services to the satisfaction of the Executive Director (or designee) of the Civil Service Commission.
SECTION 3. That the expenditure of $4,010.28 or so much thereof as may be needed is hereby authorized in Fund 1000 General Fund, 27-2701 Civil Service Commission, in object 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all agreements, contracts or contract modifications associated with this Ordinance.
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 (10) days after passage if the Mayor neither approves nor vetoes the same.