Explanation
1. BACKGROUND
The Department of Public Service has an immediate need for the conversion of existing documents into electronic images, which will optimize storage space, reduce future storage costs, and provide more efficient and ready access to departmental information.
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Public Service, to establish purchase orders for the provision of electronic document imaging services from two PRIME AE Group, State of Ohio, State Term Schedules (STS): PRIME AE Group, State Term Schedule # 800071-2, expiring 8/31/2015; and PRIME AE Group, a dealer of Hyland OnBase, State Term Schedule # 533272-3, expiring 3/31/2017. Due to time and storage constraints, cost effectiveness, and the minority certification of the company, it is in the best interest of the city to purchase from the aforementioned State Term Schedules.
Ordinance 582-87 authorized the City of Columbus to purchase from State of Ohio cooperative purchasing contracts which may be bid or negotiated by the State. This particular contract was not bid but was negotiated. As a dealer of Hyland Software, which functions as an independent document management system, PRIME AE Group can uniquely fulfill the need for document conversion services.
2. CONTRACT COMPLIANCE
The contract compliance number for PRIME AE Group, Inc. is 26-0546656 and expires 2/5/2016.
Searches of the System of Award Management (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.
3. FISCAL IMPACT
Funds in the amount of $250,000.00 are available in the Street Construction Maintenance and Repair Fund within the Department of Public Service.
4. EMERGENCY DESIGNATION
The department requests emergency action so as to be able to complete electronic imaging of documents as quickly as possible to improve operational efficiency.
Title
To authorize and direct the City Auditor to appropr...
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