Explanation
Background
On May 24, 2010, ordinance 0717-2010 passed by the Columbus City Council authorized the Franklin County Municipal Court Clerk (hereinafter "Municipal Court Clerk") to enter into contracts with 3SG Corporation, for the conversion of existing court documents into electronic images and the implementation of a day-forward document conversion system. The imaging services and conversion system are necessary to optimize storage space and reduce future storage costs and provide for more efficient access to court document information.
This ordinance authorizes the Municipal Court Clerk to modify, increase and extend the existing contracts for the purchase of additional imaging services, software and support.
Columbus City Code 329.16 Contract Modifications:
1. Amount of additional funds to be expended under this modification: $128,000.00.
2. Period of time to be extended: seven months.
3. The software license and maintenance is needed for the day-forward imaging.
4. Additional imaging services were unforeseen, due to the complexity of estimating the number of existing court documents to be converted into electronic images.
The purchases for imaging services, software and maintenance will be from two 3SG Corporation, State of Ohio, State Term Schedules (STS): 3SG Corporation, State Term Schedule # 800071, expiration date 8/31/2013; 3SG Corporation, a dealer of Hyland On Base, State Term Schedule # 533272-3, expiration date 3/31/2012. Due to time and storage constraints, as well as the continuity of the project, cost effectiveness and the minority certification of the company, it is deemed in the best interest of the City to purchase from the aforementioned State Term Schedules. Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts.
Contracts:
1st Year - Ordinance 0717-2010; EL010420: $146,756.47
1st Year - Ordinance 0717-2010; EL010419: $320,000.00
Contract Compliance Number:
3SG Corporation, 31-1651723, expiration date 11/22/2012.
The company is not debarred according to the excluded party listing system of the Federal Government or prohibited from being awarded a contract according to the Auditor of State unresolved finding for recovery certified search.
Emergency: Emergency action is requested so that the project may be undertaken as quickly as possible due to unavailability of storage space for the Municipal Court documents.
Fiscal Impact: Funds totaling $128,000.00 are available with the Municipal Court Clerk 2010 computer fund budget.
Title
To authorize the Municipal Court Clerk to modify the existing contracts with 3SG Corporation for the purchase of imaging services, software and maintenance; to authorize the expenditure of $128,00.00 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($128,000.00)
Body
Whereas, the Municipal Court Clerk has an immediate need modify and extend the existing contracts for the purchase of imaging services, software and maintenance, due to unavailability of storage space for court documents; and
Whereas, an emergency exists in the daily operations of the Municipal Court Clerk, in that it is immediately necessary for the Municipal Court Clerk to enter into contracts with 3SG Corporation; 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 Municipal Court Clerk be and is hereby authorized to modify and increase the existing contract with 3SG Corporation for the purchase of imaging services in the amount of $128,000.00.
Section 2. That the Municipal Court Clerk be and is hereby authorized to modify the contract with 3SG Corporation to purchase software and support from the remaining balance of the existing contract.
Section 3. That the expenditure of $128,000.00 or so much thereof as may be necessary is hereby authorized from the Franklin County Municipal Court Clerk, organization 2601, fund 227, oca 260208, object level 1 - 03, object level 3 - 3336.
Section 4. This contract modification is in accordance with Columbus City Code 329.16.
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.