City of Columbus - File #: 2555-2023

• File #: 2555-2023
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 9/6/2023
• In control: Technology Committee
• On agenda: 10/9/2023
• Final action: 10/12/2023
• Title: To authorize the Director of Finance and Management, on behalf of the Department of Technology, for the City Attorney's Office, to establish a purchase order for the continued conversion of legal documents via backfile scanning and electronic signature process capabilities with 3SG Plus, LLC using a state term contract; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $300,000.00 from the Information Services Bond Fund; and to declare an emergency. ($300,000.00)

Date	Ver.	Action By	Action	Result
10/12/2023	1	CITY CLERK	Attest
10/11/2023	1	MAYOR	Signed
10/9/2023	1	COUNCIL PRESIDENT	Signed
10/9/2023	1	Columbus City Council	Approved	Pass

Explanation
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology, for the City Attorney's Office, to establish a purchase order 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, #534577, with an expiration date of 6/30/2025. 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 cost associated with this agreement is $300,000, for a period of one year from the date of a confirmed purchase order by the Columbus City Auditor's Office. This was most recently authorized by authority of Ordinance No. 1709-2022, passed on June 27, 2022 and through purchase order PO350949. Prior expenditures related to the aforementioned project were authorized by ordinances 1028-2020 and 0479-2022, for $50,000 and $75,000, respectively.

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.

Finally, this ordinance authorizes the expenditure of $300,000.00 from the Information Services bond fund.

EMERGENCY
Emergency legislation is requested in order to minimize potential disruption to the records digitization project.

FISCAL IMPACT
Funds for this expenditure are available and budgeted in the Information Services Bond Fund, Fund no. 5105, Project 240100.

CONTRACT COMPLIANCE
Vendor Name: 3SG Pl...