Explanation
1. BACKGROUND
The Department of Public Service has an immediate need for the conversion of existing documents into electronic images, which will optimize storage space, reduce future storage costs, and provide more efficient and ready access to departmental information.
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Public Service, to establish purchase orders for the provision of electronic document imaging services from two PRIME AE Group, State of Ohio, State Term Schedules (STS): PRIME AE Group, State Term Schedule # 800071-2, expiring 8/31/2015; and PRIME AE Group, a dealer of Hyland OnBase, State Term Schedule # 533272-3, expiring 3/31/2017. Due to time and storage constraints, cost effectiveness, and the minority certification of the company, it is in the best interest of the city to purchase from the aforementioned State Term Schedules.
Ordinance 582-87 authorized the City of Columbus to purchase from State of Ohio cooperative purchasing contracts which may be bid or negotiated by the State. This particular contract was not bid but was negotiated. As a dealer of Hyland Software, which functions as an independent document management system, PRIME AE Group can uniquely fulfill the need for document conversion services.
2. CONTRACT COMPLIANCE
The contract compliance number for PRIME AE Group, Inc. is 26-0546656 and expires 2/5/2016.
Searches of the System of Award Management (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.
3. FISCAL IMPACT
Funds in the amount of $250,000.00 are available in the Street Construction Maintenance and Repair Fund within the Department of Public Service.
4. EMERGENCY DESIGNATION
The department requests emergency action so as to be able to complete electronic imaging of documents as quickly as possible to improve operational efficiency.
Title
To authorize and direct the City Auditor to appropriate $250,000.00 from the Street Construction Maintenance and Repair Fund; to authorize the Director of Finance and Management, on behalf of the Department of Public Service, to establish a purchase order for the provision of electronic document imaging services from two Prime AE Group, Inc. pursuant to a State of Ohio, State Term Schedules (STS); to authorize the expenditure of $250,000.00 from the Street Construction Maintenance and Repair Fund; and to declare an emergency. ($250,000.00)
Body
WHEREAS, there is an immediate need to enter into contract(s) for the provision of imaging services to optimize document storage and retrieval on behalf of the Department of Public Service; and
WHEREAS, Ordinance 582-87 authorized the City of Columbus to purchase from State of Ohio cooperative purchasing contracts which may be bid, or negotiated by the State. This particular contract was not bid but was negotiated; and
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Public Service, to establish purchase orders for the provision of imaging services from two PRIME AE Group, State of Ohio, State Term Schedules (STS): PRIME AE Group, State Term Schedule # 800071-2, expiring 8/31/2015; and PRIME AE Group, a dealer of Hyland OnBase, State Term Schedule # 533272-3, expiring 3/31/2017; and
WHEREAS, funds for this project are available in the Street Construction Maintenance and Repair Fund within the Department of Public Service; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Service in that it is immediately necessary to authorize purchase orders and provide requisite funding for document conversion services so as to improve operational efficiency, thereby preserving the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management, on behalf of the Department of Public Service, be and is hereby authorized to establish a purchase order for the provision of electronic document imaging services from Prime AE Group, per the State Term Schedule for imaging services for the Department of Public Service in an amount not to exceed of $250,000.00.
SECTION 2. That sum of $250,000.00 be and is hereby appropriated from the unappropriated balance of the Street Construction Maintenance and Repair Fund, Fund 265, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2015, to the Department of Public Service, Department 59-01, Fund 265, Object Level One - 03, Object Level Three - 3336, OCA 590145.
SECTION 3. That for the purpose of paying the cost of this expense the sum of $250,000.00 or so much thereof as may be needed, is hereby authorized to be expended from the Department of Public Service, 59-12, Street Construction Maintenance and Repair Fund, Fund 265, Object Level One - 03, Object Level Three - 3336, OCA 590145.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That for reasons stated in the preamble hereto, where is hereby made a part hereof, this ordinance is hereby declared an emergency measure, which shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.