Explanation
1. BACKGROUND
The legislation provides for the implementation of electronic imaging services and document conversion software within the Department of Public Service, for the purposes of optimizing storage space, reducing future storage costs, and providing more efficient and ready access to departmental information.
Ordinance 1592-2015 authorized 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, expiration date 8/31/2015; and PRIME AE Group, a dealer of Hyland OnBase, State Term Schedule # 533272-3, expiration date 3/31/2017. Due to time and storage constraints, cost effectiveness, and the minority certification of the company, it was deemed in the best interest of the city to purchase from the aforementioned State Term Schedules, a practice authorized by Ordinance 582-87.
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Public Service, to establish purchase orders for requisite software licenses, annual maintenance fees, and support services relative to the aforementioned effort.
2. CONTRACT COMPLIANCE
The contract compliance number for PRIME AE Group, Inc., 26-0546656 is 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 $60,376.04 will be appropriated from the Street Construction Maintenance and Repair Fund.
4. EMERGENCY
Emergency action is requested so that the project may be undertaken as quickly as possible in order to provide the optimum service.
Title
To authorize and direct the City Auditor to appropriate $60,376.04 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 purchase orders for requisite software licenses, annual maintenance fees, and support services from two Prime AE Group, Inc. State of Ohio, State Term Schedules (STS); to authorize the expenditure of $60,376.04 from the Street Construction Maintenance and Repair Fund; and to declare an emergency. ($60,376.04)
Body
WHEREAS, the Department of Public Service has an immediate need for the provision of document imaging services, software acquisition, and related maintenance and support services, for the purpose of optimizing information storage and retrieval within the Department; and
WHEREAS, Ordinance 1592-2015 authorized 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, this legislation authorizes Director of Finance and Management, on behalf of the Department of Public Service, to establish purchase orders for requisite software licenses, annual maintenance fees, and support services relative to the aforementioned effort; and
WHEREAS, necessary funds for this project are in the Street Construction Maintenance and Repair Fund; and
WHEREAS, an emergency exists in the daily operations of the Department of Public Service in that it is immediately necessary to provide funds for document conversion services and the purchase and installation of related software and components, 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 sum of $60,376.04 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 59-12, Fund 265, Object Level One 06, Object Level Three 3336, OCA 590145.
SECTION 2. 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 purchase of software licenses and support and the payment of annual maintenance fees from Prime AE Group, per the State Term Schedules # 800071-2 and # 533272-3, in an amount not to exceed of $60,376.04.
SECTION 3. That for the purpose of paying the cost of this expense the sum of $60,376.04 or so much thereof as may be needed, is hereby authorized to be expended from the Department of Public Service, Department 59-12, Fund 265, Object Level One 06, 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.