Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with 3SG Plus LLC, a dealer of Hyland OnBase Software, for licensing, training and professional services for OnBase Enterprise Information Software.
OnBase is a document and data management tool, used by multiple city agencies for a variety of purposes. User departments include Building and Zoning Services, Health, Public Utilities, Development, Public Service, Recreation and Parks, Technology and Human Resources. This contract will provide software support and licensing renewal, train City personnel for best use cases and provide change management consultation and other services as outlined in the statement of work.
The term of this initial contract is for professional services and training for one year from the date of a confirmed purchase order by the City Auditor’s Office at a cost of $165,593.00. This initial contract for professional services will be renewed four times, each for an additional year, pending authorization by City Council. The software licensing will begin in 2025 and be renewed four times, each for one additional year, pending authorization by City Council. The contract being authorized by this ordinance includes professional, consulting and training services. Subsequent renewals will also include licensing costs.
The Department of Technology, Fiscal Office, solicited Requests for Proposals for the OnBase Enterprise Information Software contract. The project was formally advertised on the Vendor Services and Bonfire web site from January 30, 2024, to March 1, 2024 as RFQ026756. The city received three (3) responses. All proposals were deemed responsive and were fully evaluated by the Evaluation Committee. The responding firms were:
Bidder City/State ODI Status
|
3SG Plus |
Columbus, OH |
MAJ |
|
eDocs Technologies |
Pittsburgh, PA |
MAJ |
|
DataBanksIMX |
Huntington Valley, PA |
MAJ |
3SG Plus received the highest score by the evaluation committee and will be awarded the OnBase Enterprise Information Software contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against 3SG Plus.
CONTRACT COMPLIANCE
Vendor: 3SG Plus, LLC
DAX Vendor Acct. #: 019867
Expiration Date: 10/31/2025
FISCAL IMPACT
Funds for this contract are budgeted and available in the Information Services Division Operating Fund.
EMERGENCY DESIGNATION
Emergency action is requested so the training can start right away to prepare for the upcoming enhancements.
Title
To authorize the Director of the Department of Technology to enter into contract with 3SG Plus LLC, a dealer of Hyland OnBase Software, for professional and training services for OnBase Software; to authorize the expenditure of $165,593.00 from the Information Services Division Operating Fund; and to declare an emergency. ($165,593.00)
Body
WHEREAS, on March 1, 2024, RFQ026756 was opened for OnBase professional, training and maintenance services; and
WHEREAS, of the three proposals submitted, 3SG Plus, LLC received the highest score; and
WHEREAS, the Department of Technology wishes to contract with 3SG Plus, LLC for the above-described services; and
WHEREAS, the contract authorized by this ordinance will be for one year from the date of a confirmed purchase order by the City Auditor’s Office; and
WHEREAS, the contract includes four optional one year renewals for professional services and training, pending authorization by City Council; and
WHEREAS, the software licensing will begin in 2025 and includes four optional one year renewals, pending authorization by City Council; and
WHEREAS, an emergency exists in the Department of Technology as it is immediately necessary to authorize the Director of the Department of Technology to enter into contract with 3SG Plus LLC, a dealer of Hyland OnBase Software, for critical professional and training services for OnBase Software to begin at the earliest opportunity in advance of upcoming enhancements, for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology, be and is hereby authorized to enter into contract with 3SG Plus, LLC for professional and training services for OnBase Software, for a period of one year, beginning on the date of a confirmed purchase order by the City Auditor’s Office, at a cost not to exceed $165,593.00. The contract includes four optional one-year renewals for professional services and training, pending authorization by City Council.
SECTION 2. That the expenditure of $165,593.00, or so much thereof as may be necessary, is authorized to be expended as follows in the attachment to this ordinance. (See 2335-2024EXP)
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are deemed appropriate, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.