Explanation
BACKGROUND: The purpose of this legislation is to authorize the Executive Director of the Civil Service Commission to enter into modification No. 1 with Blue Technologies Columbus, Inc. to allow for the modification, increase and extension of contract No. PO541472 for cost-per-copy repair and maintenance services for two multi-function copiers for the Civil Service Commission.
The Civil Service Commission solicited Competitive Bids for the subject services in accordance with the relevant provisions of City Code Chapter 329 relating to competitive sealed bidding (RFQ031743). One hundred and fifty (150) vendors were solicited, and one (1) bid was received and opened on November 26, 2025. Blue Technologies Columbus, Inc. was determined to be a responsive, responsible and best bidder.
The Commission staff did not realize that although the dollar amount was low enough to not need legislation, it was still required because it was to be awarded as a multi-year contract. It is necessary to modify the contract to allow the Commission to exercise the two (2) renewal options, on a year-to-year basis, through the end of the 3-year contract term of December 14, 2028; and to add additional funding necessary for the payment of invoices for both the current year, and for year 2 of the 3-year contract. The Commission is requesting Council’s approval to allow for the modification, and extension of the contract through year two (2) with the new expiration date of December 14, 2027, and to increase the amount of funding necessary for the payment of invoices through the end of year 2 of the contract.
This ordinance is being submitted in accordance with the relevant provisions of Columbus City Code Chapter 329.09 (a) relating to contract modifications.
SUPPLIER: Blue Technologies Columbus, Inc., vendor #000040, CC# pending recertification
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. 1 is $1,670.00 Total contract amount including this modification is $2,855.00.
2. Reason additional funds were not foreseen: This is an unplanned modification. The original contract was for payment of the cost per copies, maintenance and repair services for the first year of a three (3) year contract in the amount of $1,185.00. The monthly cost-per-copy fees have exceeded the available funds and therefore additional funding is necessary to continue the payment of invoices that are or will become due through the balance of the year. The funding for the second year of the contract was anticipated and is included within this modification.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid 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 contract.
FISCAL IMPACT: $1,670.00 is needed for this modification and will be funded by the General Fund. Funds within the Civil Service Commission Operating Fund will be re-prioritized to cover this contract modification.
EMERGENCY DESIGNATION: The Civil Service Commission respectfully requests this legislation be considered for emergency action to allow for the purchase of the necessary equipment, supplies and services without delay. Without emergency action, no less than thirty-seven days will be added to this procurement cycle and the timely payment of the services provided by the vendor will be delayed.
Title
To authorize the Executive Director of the Civil Service Commission to enter into a contract modification with Blue Technologies Columbus Inc. to provide for cost-per-copy maintenance and repair services for the Civil Service Commission, to authorize the expenditure of $1,670.00 from the General Fund, and to declare an emergency. ($1,670.00)
Body
WHEREAS, the Civil Service Commission has a contract with Blue Technologies Columbus, Inc. to provide for cost-per-copy repair and maintenance services for two multi-function copiers for the Civil Service Commission, and
WHEREAS, the Commission staff did not realize that although the dollar amount was low enough to not need legislation, it was still required because it was to be awarded as a multi-year contract, and
WHEREAS, it is necessary to modify the contract with modification No. 1 to allow the Commission to exercise the two (2) renewal options, on a year-to-year basis, through the end of the 3-year contract term of December 14, 2028; and to add additional funding necessary for the payment of invoices for both the current year, and for year 2 of the 3-year contract, and
WHEREAS, the Civil Service Commission wishes to modify, increase and extend PO541472 with Blue Technologies Columbus, Inc. for cost-per-copy repair and maintenance services for two multi-function copiers for the Civil Service Commission, and
WHEREAS, the vendor has agreed to modify, increase and extend PO541472 at current prices and conditions, and it is in the best interest of the City of Columbus to exercise this option, and
WHEREAS, the Civil Service Commission is requesting this contract be modified, increased and extended in accordance with the relevant provisions of the Columbus City Code, Chapter 329.09 (a) relating to contract modifications, and
WHEREAS, this Ordinance authorizes the expenditure of $1,670.00 or so much thereof as may be needed, from the General Fund, and
WHEREAS, an emergency exists in the usually daily operation of the Civil Service Commission in that, it is immediately necessary to authorize the Executive Director of the Civil Service Commission, to modify, increase and extend its contract with Blue Technologies Columbus, Inc. to allow for the timely payment of services through the end of the contract period, all for the immediate preservation of the public health, peace, property and safety; 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 to modify, increase and extend Contract No. PO541472 with Blue Technologies Columbus, Inc. for the Civil Service Commission, in accordance with the terms and conditions on file in the Office of the Civil Service Commission. Total amount of modification No. 1 is ADD $1,670.00. Total contract amount including this modification is $2,855.00.
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329.09(a) relating to contract modifications/renewals.
SECTION 3. That the expenditure of $1,670.00 or so much thereof as may be needed, be and the same hereby is authorized in Fund 1000 General Fund in object class 02 Goods in the amount of $255.00 and in object class 03 Services in the amount of $1,415.00 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 contract and agreement modifications / renewals 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 days after passage if the Mayor neither approves nor vetoes the same.