Explanation
This legislation authorizes the Director of the Department of Technology, on behalf of the Department of Human Resources, to enter into an agreement and establish a purchase order with 3SG Plus LLC for the final phase of development and implementation of a Claims and Document Management and Safety Incident Tracking system. This purchase is being done through the utilization of State of Ohio, State Term Schedule contract STS033, #534577, with an expiration date of 6/30/2023. The total contract agreement amount is $19,289.12 (which includes $1,500.00 in contingency funding)
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. Ordinance 2763-2019 extended the purchase order for a period of one year to continue the existing agreements with 3SG Plus, LLC and Hyland OnBase. The term was for a period of one year, starting on December 18, 2019 and ending on December 17, 2020.
DoT is requesting this authorization on behalf of the Department of Human Resources, Risk Management section, where the claims management system is being developed and implemented. The introduction of the citywide payroll system Dayforce presented an opportunity for an enhanced integration with the claims system further increasing efficiencies and ease of system maintenance.
This ordinance will also authorize the Director of the Department of Technology, on behalf of the Department of Human Resources, to enter into agreement with 3SG Plus LLC given the extensive work already performed by 3SG Plus LLC on development of the Claims Management System, it is in the City’s best interests to utilize State of Ohio, State Term Contract STS033 #53477 with an expiration date of 6/30/2023.
CONTRACT COMPLIANCE
Vendor Name: 3SG Plus, LLC
FID/CC #: 31-1586115, Expiration Date: 3/22/2023
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 earliest possible date to avoid project delays.
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Human Resources, to enter into a contract and establish a purchase order with 3SG Plus LLC for the final phase of development and implementation of a Claims and Document Management and Safety Incident Tracking system.; to authorize an expenditure of $19,289.12, which includes $1,500.00 in contingency funding, from the Information Services Division, Direct Charge Budgeted Fund; and to declare an emergency. ($19,289.12)
Body
WHEREAS, the Department of Technology, on behalf of the Department of Human Resources, is continuing to implement Claims and Document Management and Safety Incident Tracking system; and
WHEREAS, it is in the City's best interest to utilize the State of Ohio, State Term Schedule contract STS033, # 534577, with 3SG Plus LLC, with an expiration date of 6/30/2023; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, on behalf of the Department of Human Resources, in that it is immediately necessary to authorize the Director to establish a purchase order and enter into a one-year contract with 3SG Plus LLC for the final phase of the implementation of the Claims and Document Management and Safety Incident Tracking system, for the preservation of the public health, peace, property and safety and welfare and to declare an emergency; NOW, THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology, on behalf of the Department of Human Resources, be and is hereby authorized to enter into contract and establish a purchase order with 3SG Plus LLC for the final phase of implementation of the Claims and Document Management and Safety Incident Tracking system at a cost of $19,289.12, which includes $1,500.00 in contingency funding, and utilize State of Ohio, State Term Contract STS033 #53477 with an expiration date of 6/30/2023.
SECTION 2. That the expenditure of $19,289.12, or so much thereof as may be necessary, is hereby authorized to be expended from the Department of Technology, on behalf of the Department of Human Resources, Information Services Division, Direct Charge Budget and as follows in the attachment to this ordinance. (see attachment 1631-2021 EXP)
SECTION 3. 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 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, and to declare an emergency.
SECTION 5. That for the reason 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.