Explanation
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology, for the City Attorney's Office, to establish a purchase order for the continued conversion of legal documents via backfile scanning capabilities with 3SG Plus, LLC.
This purchase is being done through the utilization of State of Ohio, State Term Schedule contract STS033, #534577, with an expiration date of 6/30/2025. The City Attorney's Office requires the ability to automate processing and store information related to legal matters assigned to their office. These services will allow for the continuation of the conversion of legal documents via backfile scanning to assist with the process of modernization and converting to paperless case file storage.
The cost associated with this agreement is $300,000, for a period of one year from the date of a confirmed purchase order by the Columbus City Auditor's Office. This was most recently authorized by authority of Ordinance No. 1709-2022, passed on June 27, 2022 and through purchase order PO350949. Prior expenditures related to the aforementioned project were authorized by ordinances 1028-2020 and 0479-2022, for $50,000 and $75,000, respectively.
This ordinance authorizes a waiver of competitive bidding, in accordance with relevant provisions of Chapter 329 of the Columbus City Codes. Given the extensive and urgent need for the continued conversion of legal documents via backfile scanning capabilities, it is in the City’s best interests to utilize bid waiver legislation for this ordinance.
Finally, this ordinance authorizes the expenditure of $300,000.00 from the Information Services bond fund.
EMERGENCY
Emergency legislation is requested in order to minimize potential disruption to the records digitization project.
FISCAL IMPACT
Funds for this expenditure are available and budgeted in the Information Services Bond Fund, Fund no. 5105, Project 240100.
CONTRACT COMPLIANCE
Vendor Name: 3SG Plus, LLC
DAX Vendor Acct. #: 019867
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, for the City Attorney's Office, to establish a purchase order for the continued conversion of legal documents via backfile scanning and electronic signature process capabilities with 3SG Plus, LLC using a state term contract; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $300,000.00 from the Information Services Bond Fund; and to declare an emergency. ($300,000.00)
Body
WHEREAS, the City Attorney’s Office wishes to continue a conversion of legal documents via backfile scanning capabilities; and
WHEREAS, 3SG Plus, LLC was originally authorized to undertake the aforementioned project via bid waiver legislation, ordinance no. 1028-2020; and
WHEREAS, 3SG Plus, LLC is available on State Term Schedule contract STS033; and
WHEREAS, the term of this agreement will be one (1) year from the date of a confirmed purchase order by the Columbus City Auditor's Office; and
WHEREAS, a waiver of the relevant provisions of Columbus City Codes relating to competitive bidding is hereby authorized; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology and City Attorney's Office in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology for the Columbus City Attorney's Office, to establish a purchase order with 3SG Plus, LLC using a State of Ohio, State Term Schedule contract so that conversion of legal documents and electronic signature process capabilities can continue, all 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 Finance and Management, on behalf of the Department of Technology for the Columbus City Attorney's Office, be and is hereby authorized to establish a purchase order for the continued conversion of legal documents via backfile scanning and electronic signature process capabilities with 3SG Plus, LLC, utilizing State of Ohio, State Term Schedule STS033, # 534577, expiration date 6/30/2023, in the amount of $300,000.00 for the term period one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
SECTION 2. That the expenditure of $300,000.00, or so much thereof as may be necessary is hereby authorized to be expended from the Information Services Bond Fund, as shown in the attachment to this ordinance. (See 2555-2023)
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 hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. That this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of City Code to enter into this contract.
SECTION 7. That for the reasons stated 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.