Explanation
BACKGROUND: The need exists to amend Ordinance No. 0148-2025, passed by Columbus City Council on February 10, 2025, which authorized the Executive Director of the Civil Service Commission to enter into a City of Columbus service contract with Access Information Management Corporation. An amendment is now required to allow for this to be a fully funded contract and to increase the amount being funded.
The ordinance authorized the Executive Director of the Civil Service Commission to enter into a multi-year contract with Access Information Management Corporation to provide Offsite Document Storage & Retrieval Services. The contract is for a period of three (3) years from March 1, 2025 through February 29, 2028. The Civil Service Commission is required to maintain personnel records for 50 years after a person leaves City employment.
Access Information Management Corporation recently acquired Retrievex Inc. DBA Access who maintained our records for several years prior. Prior to the execution of the contract the Civil Service Commission received notification from Access Information Management Corporation that the monthly rates had increased due to additional charges being instituted by the new company that we were not aware of. Due to this change the Civil Service Commission is in need of fully funding the contract and to allow for the increase of the amount being funded.
FISCAL IMPACT: Funding of $4,010.28 is on ACPO011558. $1,174.98 in additional funding is budgeted and available within the General Fund to allow for fully funding of the contract and to increase the total amount being funded from $4,010.28 to $5,185.26.
EMERGENCY DESIGNATION: Emergency action is requested for this amendment in order to ensure that the secure storage of these personnel records is not interrupted.
Title
To amend Ordinance No. 0148-2025, passed by City Council on February 10, 2025, for the purchase of Offsite Document Storage & Retrieval Services with Access Information Management Corporation to allow for the purpose of fully funding the contract by increasing the amount being funded by $1,174.98; to authorize the expenditure of $1,174.98 in additional funds from the General Fund, and to declare an emergency. ($1,174.98)
Body
WHEREAS, it is necessary to amend Ordinance No. 0148-2025 for the contract with Access Information Management Corporation for the purchase of Offsite Document Storage & Retrieval services; and
WHEREAS, prior to the execution of the contract the Civil Service Commission received notification from Access Information Management Corporation that the monthly rates had increased due to additional charges being instituted by the company that we were not aware of. Due to this change the Civil Service Commission is in need of fully funding the contract and to allow for the increase of the amount being funded to pay for the new additional monthly charges related to this service; and
WHEREAS, it is necessary to expend additional funds to pay for the additional monthly fees; and
WHEREAS, this ordinance is being submitted as an emergency measure to ensure that the secure storage of these personnel records continues without interruption; and
WHEREAS, an emergency exists in the usual daily operation of the Civil Service Commission in that it is necessary to authorize the City Clerk to amend Ordinance No. 0148-2025 in relation to the maximum obligation for the payment of Offsite Document Storage & Retrieval Services with Access Information Management Corporation to fully fund the contract and allow for the increase of the amount being funded, 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 Fiscal Impact of Ordinance No. 0148-2025 is amended to read:
FICAL IMPACT: $5,185.26 is budgeted and needed for this purchase.
SECTION 2. That the existing Fiscal Impact of Ordinance No. 0148-2025 is hereby repealed.
SECTION 3. That the Title of Ordinance No. 0148-2025 is amended to read as follows, with additions in underline and deletions in strikethrough:
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 $5,185.26 from the General Fund, and to declare an emergency. ($4,010.28 $5,185.26)
SECTION 4. That the existing Title of Ordinance No. 0148-2025 is hereby repealed.
SECTION 5. That SECTION 3 of Ordinance No. 0148-2025 is hereby amended to read:
SECTION 3. That the expenditure of $4,010.28 $5,185.26 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 6. That the existing SECTION 3 of Ordinance No. 0148-2025 is hereby repealed.
SECTION 7. 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.