City of Columbus - File #: 0851-2018

• File #: 0851-2018
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 3/19/2018
• In control: Economic Development & Small and Minority Business Committee
• On agenda: 4/9/2018
• Final action: 4/12/2018
• Title: To authorize the Director of Building and Zoning Services to establish a purchase order for the purchase of document conversion services from the Prime AE Group, Inc. State of Ohio, State Term Schedule (STS); to authorize the expenditure of $200,000.00 from the Development Services Fund; and to declare an emergency. ($200,000.00.)

Date	Ver.	Action By	Action	Result
4/12/2018	1	CITY CLERK	Attest
4/11/2018	1	MAYOR	Signed
4/9/2018	1	COUNCIL PRESIDENT	Signed
4/9/2018	1	Columbus City Council	Approved	Pass

Background

Background: The Department of Building and Zoning Services has an immediate need for the conversion of existing documents into electronic images. Ordinance Nos. 2833-2014, 1487-2016, 0624-2017 and 2762-2017 authorized the purchase orders for imaging services from Prime AE Group. The imaging services will optimize storage space, reduce future storage costs and provide efficient access to department information. The department requests an additional purchase order for ongoing document conversion services.

This legislation authorizes the Director of Building and Zoning Services to establish a purchase order for the purchase of document conversion services from Prime AE Group, State of Ohio, State Term Schedule (STS): Prime AE Group, State Term Schedule # 800448, expiration date 8/30/2018. 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 Schedule.

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: 02/28/2021.


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.

Fiscal Impact: The Department of Building and Zoning Services legislated $800,000 (via Ordinance No. 2833-2014), $252,500 (via Ordinance No. 1487-2016), $322,893.20 (via Ordinance No. 0624-2017) and $250,000 (via Ordnance ...