Explanation
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order with 3SG Plus, LLC, a dealer of Hyland OnBase Software, for continued maintenance and support services for OnBase Software. This is being done on behalf of the Departments of Building and Zoning Services, the Health Department, Public Utilities, Public Service, Development and Technology, for the term of January 1, 2021 to December 31, 2021, at a total cost of $160,069.75. This agreement was most recently authorized by Ordinance No. 3185-2019, which passed on December 9, 2019.
Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts.
Also, since 3SG Plus, LLC, a dealer of Hyland OnBase Software, is the sole authorized source of this product for the City of Columbus, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Section 329.
EMERGENCY
Emergency action is requested to expedite authorization of this contract to ensure uninterrupted services from the supplier and to allow time for the establishment a purchase order before the City Auditor's Office 2020 year end close.
CONTRACT COMPLIANCE
Vendor: 3SG Plus, LLC; C.C #: 46-5504877
Expiration Date: 04/30/2021
DAX Vendor Acct. #: 019867
FISCAL IMPACT
The price increase of this contract, over that of previous years, reflects the co-terming of multiple OnBase contracts into one. Funds for this consolidated contract have been identified, are budgeted and available in DoT’s direct charge agencies and within the Information Services Division Operating Fund.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for various city departments for maintenance and support of the OnBase Software, with 3SG Plus, LLC, a dealer of Hyland OnBase Software, utilizing a State of Ohio, State Term Schedule, in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $160,069.75 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($160,069.75)
Body
WHEREAS, the department of Technology desires to continue to receive maintenance and support services for OnBase Software; and
WHEREAS, 3SG Plus, LLC is a dealer of Hyland OnBase Software, is available on State Term Schedule STS033 and is the sole authorized source of this product for the City of Columbus; and
WHEREAS, the use of Ohio Department of Administrative Services Cooperative Contracts was authorized by Ordinance 582-87; 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 to establish a purchase order with 3SG Plus, LLC Group, Inc. using a State of Ohio, State Term Schedule in order to facilitate and maintain uninterrupted services for maintenance and support 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, be and is hereby authorized to establish a purchase order for maintenance and support of the OnBase Software, with 3SG Plus, LLC, a dealer of Hyland OnBase Software, utilizing State of Ohio, State Term Schedule STS 033-533272-3-6, expiring on 3/31/202, in accordance with the sole source provisions of the Columbus City Code, for a period of one year, beginning on January 1, 2021 and ending on December 31, 2021, at a cost of $160,069.75.
SECTION 2. That the expenditure $160,069.75, or so much thereof as may be necessary is hereby authorized to be expended as follows in the attachment to this ordinance. (See 2704-2020EXP)
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 appropriate, 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.