Explanation
Background: On May 24, 2010, ordinance 0717-2010 passed by the Columbus City Council authorized the Franklin County Municipal Court Clerk (hereinafter "Municipal Court Clerk") to enter into contract with 3SG Corporation, for the conversion of existing court documents into electronic images (hereinafter "imaging services").
The imaging services are necessary to optimize storage space and provide for more efficient access to court document information. The storage space in the Clerk's Office is inadequate to house the volume of court documents filed.
This ordinance authorizes the Municipal Court Clerk to modify and extend the existing contract an additional six months to complete the imaging services. The additional time is necessary, to complete the imaging project. No additional funds are needed.
The purchase is from the 3SG Corporation, State of Ohio, and State Term Schedules (STS): 3SG Corporation, State Term Schedule # 800071, expiration date 8/31/2013. Due to time and storage constraints, as well as the continuity of the project, cost effectiveness and the minority certification of the company, it is deemed in the best interest of the City to purchase from the aforementioned State Term Schedule. Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts.
Imaging Service Contracts:
Ordinance 0717-2010; EL010419: $320,000.00
Contract Modification: Ordinance 1736-2010; EL011245; $128,000.00
Contract Modification: Ordinance 0432-2011; EL011587; $486,200.00
Contract Modification: Ordinance 2113-2011; no funds
Contract Compliance Number: 31-1651723
Expiration Date: 11/22/2012.
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.
Emergency: Emergency action is requested for the continuity of the imaging project.
Fiscal Impact: No funds are required.
Title
To authorize the Municipal Court Clerk to modify and extend the contract with 3SG Corporation for the provision of imaging services; and to declare an emergency. (0)
Body
Whereas, the Municipal Court Clerk has an immediate need to modify and extend the existing contract for the provision of imaging services, due to unavailability of storage space for the court documents; and
Whereas, the additional time is necessary, to complete the imaging project; and
Whereas, this contract modification is in accordance with Columbus City Code 329.16; and
Whereas, an emergency exists in the daily operations of the Municipal Court Clerk, in that it is immediately necessary for the Municipal Court Clerk to modify and increase the existing contract with 3SG Corporation; 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 Municipal Court Clerk be and is hereby authorized to modify and extend the term of the contract an additional six months with 3SG Corporation to complete the imaging services.
Section 2. This contract modification is in accordance with Columbus City Code 329.16.
Section 3. 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.