Explanation
This ordinance authorizes the Department of Technology, for the City Attorney's Office, to enter into contract for the continued conversion of legal documents via backfile scanning capabilities with 3SG Plus, LLC.
This purchase is being done through the utilization of State of Ohio, State Term Schedule contract STS033, #0214667, with an expiration date of 11/30/2027. The City Attorney's Office requires the ability to automate processing and store information related to legal matters assigned to their office. These services will allow for the continuation of the conversion of legal documents via backfile scanning to assist with the process of modernization and converting to paperless case file storage. The contract agreement amount is $92,388.10 with an additional $3,630 added for shredding services, totaling $96,018.10.
This ordinance authorizes a waiver of competitive bidding, in accordance with relevant provisions of Chapter 329 of the Columbus City Codes. Given the extensive and urgent need for the continued conversion of legal documents via backfile scanning capabilities, it is in the City’s best interests to utilize bid waiver legislation for this ordinance.
FISCAL IMPACT
Funds for this expenditure are available and budgeted in the Information Services Bond Fund, Fund 5105.
CONTRACT COMPLIANCE
Vendor Name: 3SG Plus, LLC
DAX Vendor Acct. #: 019867
Expiration Date: 10/31/2025
Title
To authorize the Department of Technology, for the City Attorney's Office, to enter into contract for continued conversion of legal documents via backfile scanning and electronic signature process capabilities using a state term contract; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $92,388.10 with an additional $3,630 added for shredding services, totaling $96,018.10 from the Information Services Bond Fund. ($96,018.10)
Body
WHEREAS, the City Attorney’s Office wishes to continue a conversion of legal documents via back file scanning capabilities; and
WHEREAS, 3SG Plus, LLC is available on State Term Schedule contract STS033, #0214667; and
WHEREAS, it is necessary to enter into a contract with 3SG Plus, LLC for the provision of professional services described above in the amount of up to $96,018.10; and
WHEREAS, a waiver of the relevant provisions of Columbus City Codes relating to competitive bidding is hereby authorized; and
WHEREAS, the funds are available in the Department of Technology, Fund 5105, Information Services Bond Fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Department of Technology for the Columbus City Attorney's Office, to enter into a contract with 3SG Plus, LLC using a State of Ohio, State Term Schedule contract so that conversion of legal documents and electronic signature process capabilities can continue, all for the preservation of the public health, peace, property and safety, now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology for the Columbus City Attorney's Office, be and is hereby authorized to enter into a contract for the continued conversion of legal documents via back file scanning and electronic signature process capabilities with 3SG Plus, LLC, utilizing State of Ohio, State Term Schedule STS033, #0214667 expiration date 11/30/2027, up to the amount of $96,018.10.
SECTION 2. That the expenditure of $96,018.10, or so much thereof as may be necessary is hereby authorized Fund 5105 (Information Services Bond Fund), Dept-Div 4702 (Department of Technology), Project P240100-100000 (Case Management System), in Object Class 06 (Capital Outlay), as shown in the attachment to this ordinance. (See 1630-2025)
SECTION 3. That this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of 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 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 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.