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 contracts with 3SG Corporation, for the conversion of existing court documents into electronic images and the implementation of a day-forward document conversion system. The imaging services and conversion system are necessary to optimize storage space and reduce future storage costs and provide for more efficient access to court document information.
On January 31, 2011, ordinance 0105-2011 passed by the Columbus City Council authorized the Municipal Court Clerk to modify and increase the contract with 3SG Corporation in the amount of $13,409.80 for the purchase of additional installation services. The additional installation services were needed to deploy OnBase Enterprise Content Management Software for day-forward file conversion, storage and retrieval.
This ordinance authorizes the Municipal Court Clerk to modify and extend the term of the contract authorized through March 31, 2012 to complete the installations services. The additional time is necessary, due to the unforeseen complexity of integrating the software with the conversion system. No additional funds are required.
The installation services are through 3SG Corporation, State of Ohio, State Term Schedules (STS): 3SG Corporation, a dealer of Hyland OnBase, State Term Schedule # 533272-3, expiration date 3/31/2012. 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 Schedules. Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts.
Contracts:
Original Contract: Ordinance 0717-2010; EL010420; $146,756.47
Original Contract: Ordinance 0717-2010; EL010419; $320,000.00
1st Modification: Ordinance 1736-2010; EL011245; $128,000.00
1st Modification: Ordinance 1736-2010; EL010420-2; no funds
2nd Modification: Ordinance 0105-2011; EL011288; $13,409.80
3rd Modification: Ordinance 1558-2011; ED044857; $0
4th Modification: Ordinance 0043-2012; $0
Contract Compliance Number:
3SG Corporation, 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 installation services.
Fiscal Impact: No additional funds are required.
Title
To authorize and direct the Municipal Court Clerk to modify and extend the term of the contract with 3SG Corporation for software installation services; and to declare an emergency. ($0)
Body
Whereas, it is necessary to modify and extend the term of the contract to complete the software installation services for the Municipal Court Clerk's Office; and
Whereas, the additional time is necessary, due to the unforeseen complexity of integrating the software with the conversion system; and
Whereas, an emergency exists in the daily operations of the Municipal Court Clerk's Office, in that it is immediately necessary for the Municipal Court Clerk to modify and extend the term of the contract with 3SG Corporation for the continuity of the installations services; 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 with 3SG Corporation contract through March 31, 2012 to complete the software installation 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.