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 and extension of contract No. PO537662 for supplies and cost-per-copy repair and maintenance services for two (2) Ricoh IM C6010 Multifunction Color Copiers (Serial Nos. 9193RA10753 & 9193RA10779) to be used by the Non-Uniformed Testing Section and the Safety Testing Section in an amount not to exceed $1,210.10.
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 (RFQ031531). One hundred and fifty (150) vendors were solicited, and two (2) bids were received and opened on November 3, 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 contract. 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 3-year contract term of November 12, 2028; and to add additional funding necessary for the payment of invoices for year 2 of the 3-year contract.
The Civil Service Commission is requesting Council’s approval for this contract to be modified, increased and extended in accordance with the relevant provisions of the Columbus City Code, Chapter 329.09 (a) relating to contract modifications. This modification will allow for the contract to be extended through and including November 12, 2027, and authorizes the expenditure of $1,210.10 or so much thereof as may be needed. If unforeseen issues or difficulties are encount...
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