City of Columbus - File #: 1401-2023

• File #: 1401-2023
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/5/2023
• In control: Building and Zoning Policy Committee
• On agenda: 6/5/2023
• Final action: 6/9/2023
• Title: To authorize the Director of the Department of Building and Zoning Services to enter into contract with 3SG Plus, LLC, for the purchase of document conversion services from 3SG Plus, LLC; to waive the competitive bidding provisions of the Columbus City Codes; to authorize that this contract begin retroactively on April 1, 2023; to authorize the expenditure of $149,960.00 from the Development Services Fund; and to declare an emergency. ($149,960.00)

Date	Ver.	Action By	Action	Result
6/9/2023	1	CITY CLERK	Attest
6/8/2023	1	MAYOR	Signed
6/5/2023	1	COUNCIL PRESIDENT	Signed
6/5/2023	1	Columbus City Council	Approved	Pass

Background

The Department of Building and Zoning Services (BZS) has an immediate need for the conversion of physical documents into electronic images. Ordinance Nos. 2833-2014, 1487-2016, 0624-2017, 2762-2017, 0851-2018, 0765-2019, 2847-2019, 0657-2020, 1117-2021, and 0648-2022 authorized purchase orders for document conversion and e-plan solution services. These document conversion services optimize storage space, reduce future storage costs, and provide efficient access to department information.

This legislation authorizes BZS to enter into contract for ongoing document conversion provided by 3SG Plus, LLC. The term of the contract is seven months, beginning retroactively on April 1, 2023 through October 31, 2023 at a cost of $149,960.00.

This ordinance authorizes a waiver of competitive bidding provisions of Columbus City Codes, Chapter 329. Prior ordinances for this service authorized entering into contract under sole source provisions as 3SG Plus, LLC was the sole authorized provider of Hyland OnBase Software, the City’s electronic content managing software. Recently however, multiple re-sellers of the service have been authorized, requiring that it be competitively bid out. The seven-month contract authorized by this ordinance will ensure continuation of services while BZS pursues a formal procurement effort.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier for critical technology services.

CONTRACT COMPLIANCE:
Vendor: 3SG Plus, LLC (D365 Vendor Acct. No.: 019867)

Certification #: MBE019867 - Exp. 4/30/24

The company is not debarred according to the excluded party listing system of the Federal Government or prohibited from being awarded a contract according to the Auditor of State unresolved finding for recovery certified search.

FISCAL IMPACT:
The Department of Building and Zoning Services legislated $1,443,390.36 (via Ordinance N...