Explanation
This ordinance authorizes the Director of Technology to modify and extend existing agreements with 3SG Plus LLC and Hyland OnBase through extension of purchase order PO150758. There are no additional funds associated with this extension, rather, the extension makes the remaining funds on the above-named purchase order available for an additional year.
On November 5, 2018, Ordinance 2672-2018 authorized the Director of the Department of Technology, on behalf of the Department of Human Resources (HR), to enter into an agreement and establish purchase orders, via state term schedules, with 3SG Plus LLC, and Hyland OnBase, for which 3SG Plus LLC is a dealer. The purpose of the agreement was to develop and implement a Claims and Document Management and Safety Incident Tracking system. However, after the initial project assessment, HR decided it was in the city’s best interest to refocus elements of the project and thus have spent the past several months considering what best suits the department’s needs. Due to this redirection, the funds authorized by Ordinance 2672-2018 and established on purchase order PO150758 remain largely unspent. This ordinance authorizes extending the purchase order for a period of one year to continue the existing agreements with 3SG Plus, LLC and Hyland OnBase. The term will be for a period of one year, starting on December 18, 2019 and ending on December 17, 2020. As of October 16, 2019, the remaining balance on PO150758 was $334,595.10.
Notably, a second purchase order, PO150766, also associated with this ordinance and representing the Safety Incident Tracking system, will be cancelled as those funds are no longer needed. The department plans to purchase and implement a different, more functional system for safety incidence tracking. Funding for this new system will not be a part of this extended contract.
CONTRACT COMPLIANCE
Vendor Name: 3SG Plus, LLC
FID/CC #: 31-1586115, Expiration Date: 4/30/2021
DAX Vendor #: 011844
EMERGENCY
Emergency action is requested to expedite authorization of this agreement/purchase order modification and extension in order to facilitate and maintain uninterrupted services from the vendor and so that these funds can be made available at the earlies possible date to avoid project delays.
FISCAL IMPACT
There are no additional funds associated with this extension. The remaining balance of $334,595.10 on PO150758 will be extended.
Title
To authorize the Director of the Department of Technology to modify and extend existing agreements with 3SG Plus LLC and Hyland OnBase through extension of purchase order PO150758 through December 17, 2020, to authorize the use of any remaining funds/unspent balance existing on purchase order PO150758 and to declare an emergency. ($0.00)
Body
WHEREAS, on November 5, 2018, Ordinance 2672-2018 authorized the Director of the Department of Technology, on behalf of the Department of Human Resources (HR), to enter into an agreement and establish a purchase orders, via state term schedules, with 3SG Plus LLC, and Hyland OnBase, for which 3SG Plus LLC is a dealer; and
WHEREAS, the purpose of the agreement was to develop and implement of a Claims and Document Management and Safety Incident Tracking system; and
WHEREAS, after an initial project assessment, HR spent additional time on the project reassessing needs of the department following a departmental reorganization.
WHEREAS, this ordinance authorizes the Director of Technology to modify and extend existing agreements with 3SG Plus LLC and Hyland OnBase through extension of purchase order PO150758; and
WHEREAS, there are no additional funds associated with this extension; and
WHEREAS, the term period of this agreement/purchase order modification and extension is from December 18, 2019 through December 17, 2020; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology to modify and extend existing agreements with 3SG Plus LLC and Hyland OnBase through extension of purchase order PO150758 to December 17, 2020 to continue work on the Claims and Document Management for the preservation of the public health, peace, property and safety and welfare, now therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology be and is hereby authorized to modify and extend existing agreements with 3SG Plus LLC and Hyland OnBase through extension of purchase order PO150758
SECTION 2. That the extension of purchase order PO150758, for a period of one year, starting on December 18, 2019 and ending on December 17, 2020, is hereby authorized.
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or all contract modifications associated with this ordinance.
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 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.