City of Columbus - File #: 0624-2017

• File #: 0624-2017
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 3/2/2017
• In control: Housing Committee
• On agenda: 3/27/2017
• Final action: 3/29/2017
• Title: To authorize and direct the City Auditor to appropriate $532,511.20 from the Development Services Fund; to authorize the Director of Finance and Management to establish purchase orders for the purchase of software and document conversion services from two Prime AE Group, Inc. State of Ohio, State Term Schedules (STS); to authorize the expenditure of $532,511.20 from the Development Services Fund; and to declare an emergency. ($532,511.20)

Date	Ver.	Action By	Action	Result
3/29/2017	1	CITY CLERK	Attest
3/28/2017	1	MAYOR	Signed
3/27/2017	1	COUNCIL PRESIDENT	Signed
3/27/2017	1	Columbus City Council	Approved	Pass

Background

Background: The Department of Building and Zoning Services has an immediate need for software services and the conversion of existing documents into electronic images. Ordinance Nos. 2833-2014 and 1487-2016 authorized the Director of Finance and Management to establish purchase orders for imaging and software services from Prime AE Group. The imaging services and conversion system will optimize storage space, reduce future storage costs and provide efficient access to department information. The department requests an additional purchase order due to the increased number of documents to be converted to electronic format. Additional software services are needed for additional workflow development and system integration.

This legislation authorizes the Director of Finance and Management to establish purchase orders for the purchase of document conversion and software services from Prime AE Group, State of Ohio, State Term Schedules (STS): Prime AE Group, State Term Schedule # 800448, expiration date 8/30/2017 and State Term Schedule #533272-3-26, expiration date 3/31/2021. 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 which are not bid, but negotiated contracts.

EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier for critical technology services.

CONTRACT COMPLIANCE:
Vendor: Prime AE Group, Inc. (DAX Vendor Acct.#: 002102); C.C #: 26-0546656; Expiration Date: 10/30/2017

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 Au...