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State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
DRC0101761
Status:  Approved
Meeting Date:  12/4/2017

GENERAL INFORMATION
Agency
Rehabilitation and Correction


Division/Institution
Operation Support Center
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Appropriation
      Cash
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
2018-2019
Bill No.
HB 49
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DRC01 2018 $245,000.00 Fireproof Records Center 3827 Brookham Drive Grove City OH Franklin 43123
DRC01 2019 $245,000.00 Fireproof Records Center 3827 Brookham Drive Grove City OH Franklin 43123

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
GRF 504321 Administrative Operations 2018 $245,000.00 2019 $245,000.00

SIGNATURES
     
Gary Mohr 12/04/2017
   
Agency Director or Authorized Agent On The Date Of
   
11/06/2017 Christine Morrison
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Kyle Petty Title:  Legislative Director
Phone:  (614) 752 - 1156 Fax:  (614) 728 - 1578 E-Mail:  Kyle.Petty@odrc.state.oh.us
REQUIRED EXPLANATION OF REQUEST
  The Department of Rehabilitation and Correction respectfully requests Controlling Board approval for a waiver of competitive selection in the not-to-exceed amount of $245,000.00 from fund GRF, ALI 504321 (Administrative Operations), in FY18 and FY19, for continued use of secured records storage and destruction from State Term Schedule supplier Fireproof Records Center, Grove City, Franklin County.  
  This request is for continuation of services for records retention management, storage and document destruction of an estimated 70,000 boxes of records annually. Fireproof Records perform scanning of hard copy files, records storage, routine and same-day pickup and delivery services, document scanning, records retrieval for public and legal records requests, and performs onsite document destruction of records as determined and mandated by the Department of Administrative Services and the ODRC destruction schedule.

Fireproof Records has been providing the services for over 15 years and was the only local provider when this engagement started in 2001. Records from all 26 ODRC sites are maintained by this company and it is centrally located for records retrieval as needed.

This request is to waive competitive selection to use State Term Schedule (STS-364), Index 800161, to obtain records retention storage and destruction. This request is to comply the DAS State Purchasing guidance that went into effect on July 1, 2017.   

This request is submitted in accordance with Section 149.333 of the Ohio Revised Code.
 
   
Attachments Controlling Board Request No.: DRC0101761
Attachment TypeAttachment Description
Other MBE Form
Other Price List
Other STS Contract
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
Fireproof Records Center 2018 $245,000.00 State Purchasing
Fireproof Records Center 2019 $245,000.00

Operating Request Required Information
Purchases of Supplies or Equipment - Fireproof Records Center
Controlling Board Request No.: DRC0101761
1. Identify the supply or supplies/equipment and provide the amount of each item.
   
 
Supply/Equipment NamePrice per UnitNumber of UnitsAmount
Fireproof Storage $245,000.00 1 $245,000.00
   
2. 
Cite the account category,  subobject code, and amount of each item included in this purchase from this vendor.
 
ObjectSubobjectAmountNon-Exempt Amount
520 $245,000.00 $245,000.00
Total Amounts $245,000.00 $245,000.00
   
3.
Selection Process: Was this purchase subject to selection by a Request for Proposal (RFP) or Request for Quote (RFQ) process? No
Explain why this purchase was not subject to an RFP or RFQ process.
This request is to continue to use State Term Schedule (STS-364), Index 800161 for records storage and destruction.
   
4. Contractor Procurement Compliance:
a. Is this vendor in compliance with Buy America? Yes
Explain: Vendor is located in Grove City, Ohio.
   
b. Is this vendor in compliance with Buy Ohio? Yes
Explain:Vendor is located in Grove City, Ohio.