Explanation
BACKGROUND:
This legislation will authorize the Director of Finance and Management, on behalf of the Department of Technology, for the City Attorney's Office, to establish a purchase order for the conversion of legal documents via backfile scanning and electronic signature process capabilities with 3SG Plus, LLC. This purchase is being done through the utilization of State of Ohio, State Term Schedule contract STS033, # 534577, with an expiration date of 6/30/2021. The City Attorney's Office requires the ability to automate processing and store information related to legal matters assigned to their office. This purchase will allow for the conversion of legal documents via backfile scanning and will also provide the ability to utilize electronic signatures for processing on a more extensive basis than the current process in place. The total contract agreement amount is $50,000.00 with a term period one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
Ordinance No. 0582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts.
This ordinance will also authorize a waiver of competitive bidding, in accordance with relevant provisions of Chapter 329 of the Columbus City Code. Given the extensive and urgent need for the conversion of legal documents via backfile scanning and electronic signature capabilities, it is in the City’s best interests to utilize bid waiver legislation for this ordinance.
EMERGENCY:
There is an immediate need for the conversion of legal documents via backfile scanning and the capability of utilizing electronic signatures. Emergency designation is being requested so as to avoid interruption in the performance of critical services necessary in the usual daily operation of the City Attorney's Office, and to facilitate contract execution and related payment for services.
FISCAL IMPACT:
The funds associated with this project are budgeted and available within the Capital Improvements Budget. The expenditure of $50,000.00, or so much thereof as may be necessary, is hereby authorized to be expended from the Information Services Bond Fund 5105.
CONTRACT COMPLIANCE:
Vendor Name: 3SG Plus, LLC,
(DAX Vendor Acct. #: 019867); CC#: 46-5504877; Expiration Date: 04/30/2021
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, for the City Attorney's Office, to establish a purchase order for the conversion of legal documents via backfile scanning and electronic signature process capabilities with 3SG Plus, LLC using a state term contract; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $50,000.00 from the Information Services Bond Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology, for the City Attorney's Office, to establish a purchase order for the conversion of legal documents via backfile scanning and electronic signature process capabilities with 3SG Plus, LLC utilizing State of Ohio, State Term Schedule contract STS033, # 53477, with an expiration date of 6/30/2021. The total contract agreement amount is $50,000.00; and
WHEREAS, Ordinance No. 0582-87 authorized the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts; and
WHEREAS, the vendor 3SG Plus, LLC is available on State Term Schedule contract STS033; and
WHEREAS, the term of this agreement will be one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office; and
WHEREAS, this ordinance will also authorize a waiver of competitive bidding in accordance with relevant provisions of Chapter 329 of the Columbus City Code in order to enter into this agreement given the extensive and urgent need for the conversion of legal documents via backfile scanning and electronic signature process capabilities, it is in the City’s best interests to utilize bid waiver legislation; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology/Columbus City Attorney's Office in that it is immediately necessary to authorize the Director of Finance and Management to establish a purchase order with 3SG Plus, LLC using a State of Ohio, State Term Schedule contract so conversion of legal documents and electronic signature process capabilities can begin immediately, for the immediate preservation of the public health, peace, property and safety.
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 for the Columbus City Attorney's Office, be and is hereby authorized to establish a purchase order for the conversion of legal documents via backfile scanning and electronic signature process capabilities with 3SG Plus, LLC, utilizing State of Ohio, State Term Schedule STS033, # 534577, expiration date 6/30/2021, in the amount of $50,000.00 for the term period one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
SECTION 2: That the expenditure of $50,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Information Services Bond Fund as follows (Please see attachment 1028-2020 DAX):
SECTION 3: 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 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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6: That this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of City Code to enter into this contract.
SECTION 7: 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.