Explanation
Background
This legislation authorizes the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to enter into an eighteen month contract with 3SG Corporation for the provision of Hyland OnBase software maintenance and signature pad software for the Franklin County Municipal Court imaging system.
The imaging system converts the existing court documents into electronic images necessary to optimize storage space and reduce future storage costs, while providing for more efficient access to court document information.
3SG Corporation, a dealer of Hyland Software, Inc. installed and configured the Hyland Onbase software for the imaging system, and is currently providing the Municipal Court Clerk's Office with software maintenance services through the State of Ohio, State Term Schedule (STS) # 533272-3: expiration date 6/30/2013.
Ordinance 582-87 authorizes the City of Columbus to purchase from the cooperative purchasing contract.
The eighteen month contract is necessary to synchronize the term of the Municipal Court Clerk's contract with the Hyland Software, Inc., to bring the maintenance services to a calendar year. In doing so, the price will remain the same for eighteen months; thereby, negating any cost increases during the term of the contract.
Bid Information: The Municipal Court Clerk is respectfully requesting to waive the competitive bidding provisions of the Columbus City Code, Chapter 329, to contract with 3SG Corporation. The state term schedule expires June 30, 2013. It is in the best interest of the City to waive competitive bidding, for the continuity of current pricing and services.
Current Contract:
Ordinance: 1036-2012; $20,756.11; EL012786
Contract Compliance Number:
3SG Corporation: 31-1651723
Expiration date: 05/14/2014
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 software maintenance and support services, and pricing.
Fiscal Impact: Funds totaling $41,268.90 are within the 2013 computer fund budget.
Title
To authorize the Municipal Court Clerk to enter into a contract with 3SG Corporation for the provision of software maintenance and software for the Franklin County Municipal Court imaging system; to waive the competitive bidding provisions of Columbus City Code; to authorize an expenditure of $41,268.90 from the Municipal Court Clerk Computer Fund and to declare an emergency.($41,268.90)
Body
WHEREAS, it is necessary to enter into a contract with 3SG Corporation for software maintenance and software for the Franklin County Municipal Court imaging system; and
WHEREAS, this ordinance requests to waive the competitive bidding provisions of the Columbus City Code, under Section 329; 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 contract with 3SG Corporation for the continuity of software maintenance and software for the imaging system; 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 enter into a contract with 3SG Corporation for eighteen months for the provision of Hyland OnBase software maintenance and software for the Municipal Court Clerk's Office.
Section 2. That the expenditure of $36,432.63 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk Computer Fund, organization 2601, fund 227, oca 260208, object level 1 - 03, object level 3 - 3369.
Section 3. That the expenditure of $4,836.27 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk Computer Fund, organization 2601, fund 227, oca 260208, object level 1 - 03, object level 3 - 3358.
Section 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
Section 5. That the competitive bidding provisions of Chapter 329 of Columbus City Code are hereby waived.
Section 6. 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.