Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Finance and Management on behalf of Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to enter into the contract with 3SG Plus LLC (“3SG”) for the provision of the annual OnBase software maintenance and services (“software maintenance”) in the amount of $27,565.74 for the Franklin County Municipal Court case imaging system; authorizes an expenditure up to $27,565.74 from the Municipal Court Clerk Computer fund. The term of the contract is for one year: 1/1/2026 - 12/31/2026.
Ordinance 0448-2025 authorized the Director of the Department of Finance and Management on behalf of the Municipal Court Clerk to enter into a one (1) year contract with 3SG for the provision of professional services for the OnBase software upgrade in the amount of $70,000.00 for the Franklin County Municipal Court case imaging system.
The imaging system converts the existing court documents into electronic images necessary to optimize storage space and reduce future storage costs, while providing for more efficient access to court document information.
Bid Information:
Ordinance 0582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts.
3SG Corporation, a dealer of Hyland Software, Inc. installed and configured the Hyland OnBase software for the imaging system. 3SG Plus LLC is currently providing the Municipal Court Clerk’s Office with software maintenance services and will continue to provide this service through the State of Ohio, State Term Schedule (STS) # 533272-3-6: expiration date 03/31/26.
Therefore, this legislation waives the competitive bidding provisions of the Columbus City Code, Chapter 329, to contract with 3SG Corporation. It is in the best interest of the City to waive competitive bidding, for the continuity of the software maintenance.
Contracts:
0448-2025: PO502924: $70,000.00
PO478127: $31,535.44
P0415871: $40,475.21
0717-2010: $466,756.47
1678-2005: $1,066,907.00
Contract Compliance Number: 46-5504877
3SG Plus, LLC
Expiration date: 10/22/27
Vendor # 019867
Emergency Designation: To avoid a lapse in maintenance, emergency action is requested for the continuity of the software maintenance.
Fiscal Impact: Funds totaling $27,565.74 are available in the Municipal Court Clerk Computer Fund.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to enter in a contract with 3SG for the provision of the software maintenance; to waive the competitive bidding provisions of Columbus City code; to authorize an expenditure of $27,565.74 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($27,565.74)
Body
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to enter in a one-year contract with 3SG for the provision of the software maintenance for the Franklin County Municipal Court imaging system; and
WHEREAS, the imaging system converts the existing court documents into electronic images necessary to optimize storage space and reduce future storage costs, while providing for more efficient access to court document information; and
WHEREAS, it is in the best interests of the City to waive the competitive bidding provisions of the Columbus City Codes, and
WHEREAS, an emergency exists in the usual daily operation of the Municipal Court Clerk’s Office in that it is immediately necessary to authorize the Director of the Department of Finance and Management to enter the contract with 3SG for the continuity of the software maintenance for the imaging system; 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 Department of Finance and Management, on behalf of the Municipal Court Clerk, be and is hereby authorized to enter a one-year contract with 3SG for the provision of the software maintenance for the Municipal Court Clerk’s Office in the amount of $27,565.74
SECTION 2. That this Council finds that it is in the City's best interest to waive the competitive bidding provisions of the City Code to enter this contract.
SECTION 3. That the expenditure of $27,565.74 or so much thereof as may be necessary, is hereby authorized in Fund 2227 (Computer Fund), subfund 222702 Dept-Div 2601 (Municipal Court Clerk), Object Class 03 (Contractual Services), per the accounting codes in the attachment to this ordinance.
SECTION 4. That the funds are hereby deemed 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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency measure and 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.