Background
Background: The Department of Building and Zoning Services has an immediate need for the conversion of existing documents into electronic images and the implementation of an electronic plans review system.
The imaging services and conversion system will optimize storage space, reduce future storage costs and provide efficient access to department information. The electronic plans review system will provide a better customer experience and will enable the department to offer a broader array of services and permits online. The ability to electronically review, markup, and return building and engineering plans will require fewer in-person office visits and plan set submissions by the customer. Additionally, with more services available online, the department will recognize greater efficiencies in the area of staff resource allocation and timelines.
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish purchase orders for the purchase of software services, maintenance and services from two Prime AE Group, State of Ohio, State Term Schedules (STS): Prime AE Group, State Term Schedule # 800071-2, expiration date 8/31/2015; Prime AE Group, a dealer of Hyland On Base, State Term Schedule # 533272-3, expiration date 3/31/2017. 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. The OnBase product (Hyland Software) was chosen based upon its feature set and its ability to act both as an independent document management system and tightly and seamlessly integrate with the existing permitting system utilized by the Department of Building and Zonin...
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