Background
The Department of Building and Zoning Services (BZS) has an immediate need for the conversion of physical documents into electronic images. Ordinance Nos. 2833-2014, 1487-2016, 0624-2017, 2762-2017, 0851-2018, 0765-2019, 2847-2019, 0657-2020, 1117-2021, 0648-2022, and 1401-2023 authorized purchase orders for document conversion and e-plan solution services. These document conversion services optimize storage space, reduce future storage costs, and provide efficient access to department information.
This legislation authorizes BZS to enter into a new contract for ongoing document conversion provided by 3SG Plus, LLC. In order to avoid a lapse in document conversion and e-plan solution services, 3SG has continued to provide such services until this legislation could be submitted. The term of the new contract is approximately six to seven months, as it will begin on the date a purchase order is confirmed and be in force through October 31, 2024. This legislation also retroactively authorizes payment for services rendered between November 1, 2023 and the date a purchase order is confirmed for a total cost of $207,609.80.
It is necessary to ask for a waiver of competitive bidding for this contract to ensure the continuation of these required services while BZS pursues a procurement effort with the assistance of DoT. . Prior ordinances for this service authorized entering into contract under sole source provisions as 3SG Plus, LLC was the sole authorized provider of Hyland OnBase Software, the City’s electronic content managing software. Recently however, multiple re-sellers of the service have been authorized, requiring that it be competitively bid out. BZS underestimated the technical complexity of these services in its 2023 procurement effort, which was ultimately unsuccessful. BZS will partner with the Department of Technology (DoT) in 2024 to leverage its expertise for an advanced procurement effort.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier for critical technology services.
CONTRACT COMPLIANCE:
Vendor: 3SG Plus, LLC (D365 Vendor Acct. No.: 019867)
Certification #: CC-019867 - Exp. 10/31/2025
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.
FISCAL IMPACT:
The Department of Building and Zoning Services legislated $1,443,390.36 (via Ordinance No. 2833-2014), $252,500 (via Ordinance No. 1487-2016), $532,511.20 (via Ordinance No. 0624-2017), $250,000 (via Ordnance No. 2762-2017), $200,000 (via Ordinance No. 0851-2018), $291,826.55 (via Ordinance 0765-2019), $85,000 (via Ordinance No. 2847-2019), $325,000 (via Ordinance No. 0657-2020), $324,995 (via Ordinance No. 1117-2021), $377,526.36 (via Ordinance No. 0648-2022), and $149,960.00 (via Ordinance No. 1401-2023) for document conversion and e-plan solution services. This legislation authorizes the additional expenditure of $207,609.80. Including this request, the aggregate not-to-exceed amount for document conversion and e-plan solution services is $4,440,319.27. The Department of Building and Zoning Services has budget available in the 2024 Development Services Fund for these expenditures.
Title
To authorize the Director of the Department of Building and Zoning Services to enter into contract with 3SG Plus, LLC, for the purchase of document conversion services from 3SG Plus, LLC; to waive the competitive bidding provisions of the Columbus City Codes; to retroactively authorize payment for services between November 1, 2023 the date a purchase order is confirmed; to authorize an expenditure from the Development Services Fund; and to declare an emergency. ($207,609.80)
Body
WHEREAS, the contract with 3SG Plus, LLC authorized by this ordinance will ensure continuation of the service while BZS works with DOT to pursue a formal procurement effort; and
WHEREAS, the contract authorized by this ordinance will be from the date a purchase order is confirmed through October 31, 2024 and will retroactively authorize payment for services between November 1, 2023 and the date a purchase order is confirmed for a total cost of $207,609.80; and
WHEREAS, a waiver of the competitive bidding provisions of Columbus City Code, section 329, is necessary to award this contract; and
WHEREAS, funds for this project are available in the Development Services Fund; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Building and Zoning Services in that it is immediately necessary to authorize the Director of Building and Zoning Services to enter into contract with 3SG Plus, LLC for the purchase of document conversion services in order to maintain uninterrupted services from the supplier for critical technology services; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Building and Zoning Services, be and is hereby authorized to enter into contract with 3SG Plus, LLC for the purchase of document conversion services from the date a purchase order is confirmed through October 31, 2024, and to retroactively authorize payment for services rendered between November 1, 2023 and the date a purchase order is confirmed, for a total amount not to exceed of $207,609.80.
SECTION 2. That the expenditure of $207,609.80, or so much thereof as may be necessary, is hereby authorized from the Department of Building and Zoning Services, Division No. 43-01, Development Services Fund, Fund No. 2240, in object class 03 Purchased Services per the accounting codes in the attachment to this ordinance.
See Attached File: Ord. 0203-2024 Legislation Attachment.xlsx
SECTION 3. That this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code to enter into this contract.
SECTION 4. 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 5. That funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.