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 Ohio Business Systems, Inc., dba Capitol Copy to allow for the modification, increase, extension and purchase option of contract No. PO538616 for the lease, supplies, cost-per-copy maintenance and support services, with the option to purchase the copiers at the end of the 36-month lease term for $1.00 each, for two (2) Ricoh IM 4000 Multifunction Copiers (Serial Nos. 4445R800690 & 4445R800708) to be used by the Applicant & Employee Services Section and the Administration Section, in an amount not to exceed $5,225.88.
The Civil Service Commission solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive sealed bidding (RFQ031555). Forty-six (46) vendors were solicited, and four (4) bids were received and opened on November 7, 2025. Ohio Business Systems, Inc., dba Capitol Copy was determined to be the most 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 lease contract with the option to purchase the equipment at the end of the contract term. It is now 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 36-month contract term, to exercise the option to purchase the multi-function copiers for $1.00 each at the end of the lease term, and to add additional funding necessary for the payment of invoices at the time of each renewal option, of the 36-month contract.
The Civil Service Commission is requesting Council’s approval for this contract to be modified, increased, extended and to allow for the option to purchase the multi-function copiers at the end of t...
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