Explanation
BACKGROUND: This ordinance authorizes the Board of Health to waive the competitive bidding provisions in Chapter 329 of the Columbus City Code and enter into a contract with 3SG Plus, LLC, for document conversion services in an amount not to exceed $63,485.60, for the period of November 1, 2026 through October 31, 2027.
Columbus Public Health has a need to convert all of their physical HR documents to a digital format and transfer them to the OnBase digital platform. 3SG Plus, LLC currently holds the contract with the City for OnBase support and licensing. It would be manifestly impractical to bid for these services, and the Board of Health is requesting to waive the competitive bidding provisions outlined in Chapter 329.18 of the Columbus City Code.
EMERGENCY DESIGNATION: This ordinance is submitted as an emergency to adhere to the deliverable timeline of the grant that is funding this contract, as the budget period ends November 30, 2026. Any delay in the execution of this contract could result in disapproval of funds from the grantor.
FISCAL IMPACT: Expenditures to provide these services are budgeted in the Health Department Grants Fund, Fund No. 2251. ($63,485.60)
Title
To authorize and direct the Board of Health to enter into a contract with 3SG Plus, LLC to provide document conversion services; to waive the competitive bidding provisions of Columbus City Code; to authorize an expenditure from the Health Department Grants Fund; and to declare an emergency. ($63,485.60)
Body
WHEREAS, The Board of Health has a need for document conversion services; and
WHEREAS, 3SG, Plus LLC has the expertise and resources to carry out the contract; and
WHEREAS, it is necessary to waive the competitive bidding provisions in Chapter 329.18 of the Columbus City Code per the reasons stated in the attached manifestly impractical to bid form; and
WHEREAS, the funds needed for this contract are budgeted in the Health Department Grants Fund; and
WHEREAS, an emergency exists in the usual daily operation of Columbus Public Health in that it is immediately necessary to authorize the Board of Health to enter into this contract to adhere to the deliverable timeline of the grant that is funding this contract, as the budget period ends November 30, 2026 and a delay in the execution of this contract could result in disapproval of funds from the grantor, and for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Board of Health is hereby authorized and directed to enter into a contract with 3SG, Plus LLC to provide document conversion services, in an amount not to exceed $63,485.60.
SECTION 2. That to pay the costs of said contract, the expenditure of $63,485.60 is hereby authorized from the Health Departments Grants Fund, Fund No. 2251, Department 50, Division 5001, per the accounting codes attached to this ordinance.
SECTION 3. That the competitive bidding provisions in Chapter 329.18 of the Columbus City Code are hereby waived for this contract per the reasons stated in the manifestly impractical to bid form attached to the 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 for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.