Explanation
Background: The Franklin County Municipal Court has an immediate need to enter into a contract to convert existing civil, criminal, environmental and traffic case files into electronic images, and to provide shredding and offsite storage during the conversion process. On May 16th, 2005 the Department of Public Safety, Division of Fire, conducted an inspection of the premises in which court records are stored and issued a citation that requires that all existing case files be removed from those areas not designated for storage. In consideration of the good faith effort of the Franklin County Municipal Court Clerk to remedy the problem and in view of the magnitude of the files to be moved, an extension to move the files was given until the end of December 2005.
This ordinance authorizes the City Auditor to transfer $1,066,907.00 from the special income tax fund to the Franklin County Municipal Court Clerk's capital improvement fund to fund the aforementioned project. Further, this ordinance waives the competitive bidding provisions of the Columbus City Codes and authorizes the Franklin County Clerk of Court to enter into a contract and authorizes the expenditure of $1,066,907.00 with 3SG Corporation for the imaging project described above.
Bid Information: Due to time constraints, quotations were solicited from three vendors of which two vendors responded, as follows:
3SG Corporation: $1,066,907.00
Document Imaging Solutions, Inc.: No Response
Document Management Services: Incomplete Quote
The Franklin County Municipal Court would like to award the contract to 3SG Corporation, the only responsive bidder. This 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.
Contract Compliance Number: 3SG Corporation, 31-1651723, expiration date 10/21/2006.
Emergency: Emergency action is requested so that the project may be undertaken as quickly as possible in order to comply with the Department of Public Safety, Division of Fire citation deadline of December 31, 2005.
Fiscal Impact: Capital funds for this purpose are budgeted for the Municipal Court Clerk. Funds will be borrowed from the special income tax fund and repaid once bond proceeds are available.
Title
To authorize and direct the City Auditor to transfer $1,066,907 from the special income tax fund to the municipal court clerk capital improvement fund; to authorize the Franklin County Municipal Court Clerk to enter into a contract with 3SG Corporation for the purpose of converting case files into images, and to provide shredding and offsite storage during the process; to authorize the expenditure of $1,066,907 from the municipal court clerk capital improvement fund; to waive the competitive bidding requirements of the Columbus City Codes, Chapter 329; and to declare an emergency. ($1,066,907.00)
Body
Whereas, the Department of Public Safety, Division of Fire, conducted an inspection of the municipal court building that resulted in a citation of the Municipal Court Clerk and that requires the Clerk to remove case files from all areas not designated for records storage; and
Whereas, due to time constraints, quotations were solicited from three prospective vendors and 3SG Corporation was determined to be the successful bidder; and
Whereas, this legislation authorizes the Franklin County Municipal Court Clerk to enter into a contract with 3SG Corporation and authorizes the expenditure of $1,066,907.00 for the purpose of converting civil, criminal, environmental, and traffic case files into images, and to provide shredding and offsite storage during the conversion process; and
Whereas, the city will sell notes or bonds to fund this project; and
Whereas, until bonds are sold, a transfer of funds for the special income tax fund is necessary to fund this purchase that will be reimbursed after bonds are sold; and
Whereas, the aggregate principal amount which the city will issue to finance this project is presently expected not to exceed $1,066,907.00; and
Whereas, due to the time constraints associated with this project and the deadline of December 31, 2005 for compliance with the Department of Public Safety, Division of Fire citation, it is requested that Council waive the competitive bidding requirements of the Columbus City Codes, Chapter 329; and
Whereas, an emergency exists in the daily operations of the Franklin County Municipal Court Clerk, in that it is immediately necessary to enter into contract, in order to comply with the Department of Fire citation deadline of December 31, 2005 and authorize the expenditure for the service of converting all existing case files into electronic images, to provide for shredding and offsite storage throughout the process, for the immediate preservation of the public peace, health, safety and welfare, now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the sum of $1,066,907.00 be and is hereby appropriated from the unappropriated balance of the special income tax fund, fund 430, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2005 to the City Auditor, department 22-01, object level one 10, oca code 902023, object level three 5502.
Section 2. That the City Auditor is hereby authorized to transfer said funds to the municipal court clerk capital improvement fund, fund 780, at such time as is deemed necessary by the City Auditor and to expend said funds, or so much thereof as may be necessary.
Section 3. That the amount of $1,066,907.00 is hereby transferred and appropriated to the Franklin County Municipal Court Clerk, organization 2601, capital improvement fund 780, project 780001, oca code 780001, object level 1 - 06, object level 3 - 6655.
Section 4. That the Franklin County Municipal Court Clerk be and is hereby authorized to enter into a contract with 3SG Corporation for the purpose of converting civil, criminal, environmental, and traffic case files into images, to provide shredding and/or storage during the conversion process for an amount not to exceed of $1,066,907.00.
Section 5. That the expenditure of $1,066,907.00 or so much thereof as may be necessary is hereby authorized from the Franklin County Municipal Court Clerk, organization 2601, capital improvement fund, fund 780, project 780001, oca 780001, object level 1 - 06, object level 3 - 6655.
Section 6. That in accordance with 329.27 of the Columbus City Code, this Council finds the best interest of the city is served by waiving, and does hereby waive Section 329.06 (Competitive Sealed Bidding) of the Columbus City Code.
Section 7. That upon obtaining other funds for the Franklin County Municipal Court document imaging of case files project, the City Auditor is hereby authorized and directed to repay the special income tax fund the amount transferred under Section 3, above, and said funds are hereby deemed appropriated for such purpose.
Section 8. The City intends that this ordinance constitute an "official intent" for the purposes of Section 1.150 (e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
Section 9. That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in the sections above.
Section 10. 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.