Explanation
BACKGROUND:
This ordinance will authorize the Director of Finance and Management, on behalf of the Department of Technology, for the Department of Building Zoning and Services, to establish a purchase order with 3SG Plus, LLC, a dealer of Hyland OnBase Software, and Hyland Software, Inc., utilizing State of Ohio, State Term Schedules (STS033), # 533272-3-6, expiration date 3/31/2021 to purchase ( 25) Plan Review Named Client software licenses for $50,377.75 and one year of software maintenance at $ 10,075.55 for a total of $60,453.30. These licenses will be used for the citywide electronic plan review process.
This ordinance will also authorize the Director of the Department of Technology, to enter into a one year contract and establish a purchase order with 3SG Plus, LLC, a dealer of Hyland OnBase Software, and Hyland Software, Inc., utilizing State of Ohio, State Term Schedules (STS033), # 533272-3-6, expiration date 3/31/2021 pricing for professional services (DoT staff training) needed to continue technical support of the system on behalf of the various users citywide at a cost of $8,161.20 and State of Ohio, State Term Schedules (STS033), # 534577 -expiration date 06/30//2019 to provide professional services to upgrade the City's OnBase system (application) from OnBase 16 to OnBase 18 for a cost $$30,521.85. The coverage term period is one (1) year from the date of a purchase order certified by the Columbus City Auditor's Office.
The total cost of this ordinance is $99,136.35. Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts.
OnBase is an enterprise document management/workflow application that provides a critical function to numerous departments. Building and Zoning Service was the first department in the City of Columbus to use the application in 2016. Since then use of the application has grown to include the departments of Public Service, Public Utilities, Health, and Development. Time and dollar savings result from the ability to store and search soft copy digital documents versus hard copy, and improvement in workflow management.
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 Name: 3SG Plus, LLC; C.C #: 46 - 5504877; Expiration Date: 04/11/2020
DAX Vendor Acct. #: 019867
FISCAL IMPACT:
The total cost for the software licenses, professional services, and maintenance and support services identified within this ordinance is $99,136.35. Funds have been identified and are budgeted within the Department of Technology, Information Services Division, Information Services Operating Funds.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, for the Department of Building Zoning and Services, to establish a purchase order with 3SG Plus, LLC, a dealer of Hyland OnBase Software, and Hyland Software, Inc., utilizing State of Ohio, State Term Schedules to purchase software licenses and one year of software maintenance for a total of $60,453.30; to authorize the Director of the Department of Technology, to enter into a one year contract and establish a purchase order with 3SG Plus, LLC, utilizing two State of Ohio, State Term Schedules pricing for professional services to upgrade the City's OnBase application and staff training needed to continue technical support of the system on behalf of the various users citywide at a cost of $38,683.05; to authorize the total expenditure of $99,136.35 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($99,136.35)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), for the Department of Building Zoning and Services, to establish a purchase order with 3SG Plus, LLC, a dealer of Hyland OnBase Software, and Hyland Software, Inc., utilizing State of Ohio, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021 to purchase ( 25) Plan Review Named Client software licenses for $50,377.75 and one year of software maintenance at $ 10,075.55 for a total of $60,453.30. These licenses will be used for the citywide electronic plan review process; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology, to enter into a one year contract and establish a purchase order with 3SG Plus, LLC, a dealer of Hyland OnBase Software, and Hyland Software, Inc., utilizing State of Ohio, State Term Schedules (STS033), # 533272-3-6, expiration date 3/31/2021 pricing for professional services (DoT staff training) needed to continue technical support of the system on behalf of the various users citywide at a cost of $8,161.20 and State of Ohio, State Term Schedules (STS033), # 534577 -expiration date 06/30//2019 to provide professional services to upgrade the City's OnBase system (application) from OnBase 16 to OnBase 18 for a cost $$30,521.85, with a coverage term period of one (1) year from the date of a certified purchase order certified by the Columbus City Auditor's Office; and
WHEREAS, the total cost of this ordinance is $99,136.35. Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology (DoT), for the Department of Building Zoning and Services, to establish a purchase order with 3SG Plus, LLC, utilizing State of Ohio, State Term Schedule to purchase software licenses and maintenance. This ordinance will also authorize the Director of the Department of Technology, to enter into a one year contract and establish a purchase order with 3SG Plus, LLC, utilizing two State of Ohio, State Term Schedules pricing for training and professional services to upgrade the City's OnBase application in order to facilitate and maintain uninterrupted services, 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 Director of Finance and Management, on behalf of the Department of Technology (DoT), for the Department of Building Zoning and Services, be and is hereby authorized to establish a purchase order with 3SG Plus, LLC, a dealer of Hyland OnBase Software, and Hyland Software, Inc., utilizing State of Ohio, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021 to purchase software licenses for $50,377.75 and one year of software maintenance at $ 10,075.55 for a total of $60,453.30.
SECTION 2. That the Director of the Department of Technology, be and is hereby authorized to enter into a one year contract and establish a purchase order with 3SG Plus, LLC, a dealer of Hyland OnBase Software, and Hyland Software, Inc., utilizing State of Ohio, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021 pricing for professional services (DoT staff training) needed to continue technical support of the system on behalf of the various users citywide at a cost of $8,161.20 and State of Ohio, State Term Schedule (STS033), # 534577 -expiration date 06/30//2019 to provide professional services to upgrade the City's OnBase application at a cost of $30,521.85. The coverage term period is one (1) year from the date of a purchase order certified by the Columbus City Auditor's Office. The total amount of funding required for this ordinance is $99,136.35.
SECTION 3. That the expenditure of $99,136.35 or so much thereof as may be necessary is hereby authorized to be expended from: (See Attachment: (1423-2019 EXP)
Dept.: 47| Div.: 4702|Obj Class: 03|Main Account: 63050|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3:N/A| Section 4: N/A ||Section 5: N/A |Amount: $30,521.85|{ISD}|{Professional services}|
Dept.: 47| Div.: 4702|Obj Class: 03|Main Account: 63970|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: N/A| Section 4: N/A|Section 5: N/A |Amount: $8,161.20| {ISD}|{Training}|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1303| Amount: $50,377.75|{BZS}|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1303| Amount: $10,075.55|{BZS}|
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriate, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.