Explanation
This legislation authorizes the Director of Building and Zoning Services (BZS) to modify and extend the document conversion services contract with 3SG Plus, LLC in an amount up to $102,000.00. The initial contract, authorized by Ordinance Number 2471-2024, was entered into in December 1, 2024 for a 12-month period and included two twelve-month extensions and two additional optional twelve-month extensions all subject to Council reauthorization and additional funding allocation. It is now necessary to modify the contract to extend the contract period and add funding for the next 12 months of services.
BZS has a need for the conversion of physical documents into electronic images, which optimizes storage space, reduces future storage costs, and provides efficient access to department information. These services have been consistently utilized by BZS since 2014.
The project was formally advertised on the Bonfire portal from June 7, 2024 to July 12, 2024. The evaluation committee, including representatives from the Building and Zoning Services and Technology departments, evaluated the statements of qualifications and reviewed technical proposals for all offerors and determined that 3SG Plus, LLC was the highest qualified offeror. The Building and Zoning Services Director subsequently authorized contract negotiations between the City and 3SG Plus, LLC, which were successful.
The funds needed for this modification are based on costs negotiated in 2025 for the next year of services, due to decreased real need compared to the forecast provided in the Request for Statements of Qualifications. This document conversion project has always been expected to extend over multiple years. The contract modification authorized by this ordinance will extend the term date from November 30, 2025 to November 30, 2026.
CONTRACT COMPLIANCE:
Vendor: 3SG Plus, LLC. (D365 Vendor Acct. - 019867)
Contract compliance number: CC019867
Exp: 10/31/2025
The company is not disbarred 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.
State of Ohio Number 2284316
FISCAL IMPACT:
This ordinance authorizes the expenditure of $102,000.00 for this contract modification, which is available in Fund 2240, the Development Services Fund.
Original Contract Amount: $168,003.00
Modification #1 Amount: $102,000.00
Total Amount: $270,003.00
Title
To authorize the Director of the Department of Building and Zoning Services to modify and extend the document conversion services contract with 3SG Plus, LLC. in an amount up to $102,000.00; to extend the contract term date from November 30, 2025 to November 30, 2026; and to authorize an expenditure of $102,000.00 from the Development Services Fund. ($102,000.00)
Body
WHEREAS, the contract with 3SG Plus, LLC. authorized by this ordinance will ensure continuation of document conversion services, which optimize storage space, reduce future storage costs, and provide efficient access to department information; and
WHEREAS, in 2024 the Department of Building and Zoning Services solicited Requests for Statements of Qualifications for this Document Conversion Services contract; and
WHEREAS, 3SG Plus, LLC. was determined by the evaluation committee to have the highest qualified offer, and the Building and Zoning Services Director subsequently authorized negotiations with the firm; and
WHEREAS, it is now necessary to modify a contract with 3SG Plus, LLC. for the provision of document conversion services described above in the amount of up to $102,000.00; and
WHEREAS, the project was known to extend beyond one year, this ordinance authorizes the first of two twelve-month extensions beyond the initial 12-month period; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Building and Zoning Services be, and hereby is, authorized to modify and extend the services contract with 3SG Plus, LLC. to continue providing document conversion services through November 30, 2026.
SECTION 2. That the expenditure of $102,000.00 or so much thereof as may be needed pursuant to the actions authorized in SECTION 1, is hereby authorized in the Development Services fund, fund 2240, subfund 000000, in Object Class 03 - Purchased Services, per the accounting codes in the attachment to this ordinance. See Attached File: Ord. 2206-2025 Attachment.xls
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 funds are hereby appropriated and expenditures authorized to carry out the purposes of this ordinance, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.