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File #: 1709-2022    Version: 1
Type: Ordinance Status: Passed
File created: 6/8/2022 In control: Technology Committee
On agenda: 6/27/2022 Final action: 6/30/2022
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 continued 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 Codes; to authorize the expenditure of $75,000.00 from the Information Services Bond Fund; and to declare an emergency. ($75,000.00)
Attachments: 1. 1709-2022 EXP, 2. 1709-2022 Bid Waiver Form, 3. 1709-2022 - 534577_TP - 3SG CAO CIB Project, 4. 1709-2022 CAO 3SG-CCA Assessment_Updated with Addendum, 5. STS approval.pdf
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 continued 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 6/30/2023. The City Attorney's Office requires the ability to automate processing and store information related to legal matters assigned to their office. These services will allow for the continuation of 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 $75,000.00 with a term period one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office. This contract was most recently authorized by authority of Ordinance No. 0479-2022, passed on March 21, 2022 through purchase order PO321832.

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 Codes. Given the extensive and urgent need for the continued 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 LEGISLATION:
There is an immediate need for the continued conversion of legal documents via backfile scanning, etc, and also the capability of utilizing electronic signatures. Emergency legislation is being requested so as to avoid interru...

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