Explanation
BACKGROUND:
This ordinance authorizes the Board of Health to modify an existing contract with Vital Records Holding, LLC for records storage, in an amount not to exceed $6,500.00 for a new total contract amount of $31,500.00. This contract modification has a contract period of September 1, 2025 through August 31, 2026. This modification is necessary due to an increased need in record storage.
In accordance with C.C. 329.09(a):
1. The amount of additional funds being expended under this modification is $6,500.00.
2. The need for additional services was unforeseen at the time of the initial award which was based on prior years' cost history.
3. It is in the City’s best interest to continue with Vital Records Holding, LLC current contract to ensure continuity as they are the current awarded vendor for these services.
4. The cost of this contract modification is consistent with the rates established within the original proposal/contract as negotiated during the RFP/RFQ process (RFQ030588)
This ordinance is being submitted as an emergency in order to ensure there are no delays in the provision of needed record storage services as the contract is set to expire imminently.
FISCAL IMPACT:
$6,500 is budgeted and available within the Health Special Revenue Fund to meet the financial obligation of this contract modification. PO526005 authorizes $25,000 for these services. With this modification, the contract amount will be $31,500.
Title
To authorize the Board of Health to modify an existing contract with Vital Records Holding, LLC for records storage, for the period of September 1, 2025 through August 31, 2026, to authorize a total expenditure of $6,500.00 from the Health Special Revenue fund for said contract modification; and to declare an emergency. ($6,500.00)
Body
WHEREAS, the Board of Health has a need to modify an existing contract with Vital Records Holding, LLC for records storage services for the period of September 1, 2025 through Au...
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