City of Columbus - File #: 2218-2004

• File #: 2218-2004
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 12/2/2004
• In control: Safety Committee
• On agenda: 12/13/2004
• Final action: 12/15/2004
• Title: To authorize the City Attorney to enter into a contract with Fireproof Records Center, to authorize the expenditure of Thirteen Thousand Five Hundred Dollars ($13, 500.00), to waive the provisions of competitive bidding, and to declare an emergency.

Date	Ver.	Action By	Action	Result
12/15/2004	1	CITY CLERK	Attest
12/13/2004	1	Columbus City Council	Approved	Pass
12/13/2004	1	COUNCIL PRESIDENT	Signed
12/13/2004	1	MAYOR	Signed
12/7/2004	1	City Clerk's Office	Sent back for Clarification/Correction
12/7/2004	1	Atty Drafter	Sent for Approval
12/7/2004	1	CITY ATTORNEY	Reviewed and Approved
12/7/2004	1	Atty Drafter	Sent to Clerk's Office for Council
12/3/2004	1	EBOCO Reviewer	Sent for Approval
12/3/2004	1	ODI DIRECTOR	Reviewed and Approved
12/3/2004	1	Atty Drafter	Sent for Approval
12/3/2004	1	Atty Drafter	Sent to Clerk's Office for Council
12/2/2004	1	Atty Drafter	Sent for Approval
12/2/2004	1	Finance Reviewer	Reviewed and Approved
12/2/2004	1	FINANCE DIRECTOR	Reviewed and Approved
12/2/2004	1	Atty Drafter	Sent for Approval
12/2/2004	1	Atty Drafter	Sent for Approval	Pass
12/2/2004	1	Auditor Reviewer	Reviewed and Approved
12/2/2004	1	CITY AUDITOR	Reviewed and Approved
12/2/2004	1	Atty Drafter	Sent for Approval

Explanation

The City Attorney currently contracts with Fireproof Records Center for the storage, retrieval and destruction of records of various programs and of criminal and civil case files. It is now estimated that the cost of said services will exceed $20,000.00 for fiscal year 2004. Therefore, it is the desire of the City Attorney to enter into a formal contract with Fireproof for a time period of October 1, 2004 to March 31, 2005 for an amount not to exceed $13,500.00. Previous payments to Fireproof Records Center over the last 2 years have totalled close to $19,000.00. During that time, the City Attorney has been investigating alternatives to off-site storage of all his office's records and the practicality of bringing some of his files in-house.

Informal bids were solicited from three service providers. It was decided that staying with the current provider was the best course of action in the short term due to the high cost of moving an estimated 2,700 boxes of files from one provider's location to another.
This contract will allow the office to continue storage and retrieval as-needed of the documents and allow the office time to formally bid it's future needs for such services.

Fireprooof Records Center's current Contract Compliance Number with the City's EBOCO office is 31-4366184.


Title

To authorize the City Attorney to enter into a contract with Fireproof Records Center, to authorize the expenditure of Thirteen Thousand Five Hundred Dollars ($13, 500.00), to waive the provisions of competitive bidding, and to declare an emergency.

Body

WHEREAS, funds are available in the General Fund within the office of the City Attorney for records management expenses, and

WHEREAS, the City Attorney's Office has previously contracted with Fireproof Records Center to provide said services; and

WHEREAS, previous expenditures with Fireproof are currently in excess of $19,000.00 ;and

WHEREAS, it is now necessary to ent...