Explanation
Background: During the 2006 budget process, the new Municipal Court Clerk requested over $1 million to restore approximately 20 positions that had been left vacant by the previous clerk. The expected benefits of on-going technology enhancements in clerk operations explains in part the gradual reduction in personnel experienced in the office during the last few years. In addition, although uncertain as to what extent, budget constraints and management decisions contributed to decline in staff.
Council opted to increase Court Clerk office funding by 3 positions immediately, and committed itself to join the new Clerk to invest funds to conduct a more thorough review and audit of current operations and the technology project to determine the best path to affect further service enhancements.
The City Council advertised and solicited proposals for a management audit of the Municipal Clerk of Court's Office. The advertisement, solicitation, and receipt of proposals were conducted by the Legislative Research Office, on behalf of the City Council, in accordance with Columbus City Code Chapter 329, Section 329.10 regarding professional service contracts. Four firms submitted proposals; two were interviewed. Prices ranged from $68,000 to $85,000. A multi-disciplinary evaluation team recommended Matrix as the highest ranked offeror during the selection process.
Fiscal Impact: Matrix Consulting Group is the recommended firm based on lower cost, more extensive experience with court systems, and excellent references. It also agreed to reduce its quoted fee by $3,160 to $64,840. It is submitted as an emergency to expedite the study for potential impact to the 2007 budget.
Contract compliance number: 050545979
Title
To authorize and direct the appropriation of $64,840 within the Public Safety Initiatives Fund; to authorize and direct the City Clerk to contract with Matrix Consulting Group for a management audit of the Municipal Court Clerk's Office to assess the effectiveness and efficiency of office operations, to authorize the expenditure of said funds, and to declare an emergency ($64,840).
Body
WHEREAS, during the 2006 budget process City Council committed to work with the new Municipal Court Clerk to conduct a more thorough review and audit of current operations and the technology project to determine the best path to affect further service enhancements, and;
WHEREAS, Council conducted a competitive request for proposal process and Matrix Consulting Group is the recommended firm based on lower cost, more extensive experience with court systems, excellent references, and its reduction of its quoted fee by $3,160 to $64,840, and;
WHEREAS, this review and audit process will serve to assess the effectiveness and efficiency of Municipal Court Clerk operations-including its administrative/business processes, systems, policies and procedures, workload and staffing levels-with respect to its duties to provide service to the public and other justice system functions, and;
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary for the City Clerk to contract with Matrix Consulting, to implement a management audit of the Municipal Clerk of Courts' office in an expeditiotous manner for potential impact for the 2007 budget, and for the immediate preservation of public peace, property, health, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor is hereby authorized to appropriate $64,840.00 within the Public Safety Initiatives Fund, 016, to City Council, Department No. 20-01, OL1 one 03, OL Three 3337, OCA Code 200116.
SECTION 2. That the City Clerk be and is hereby authorized and directed to enter into agreement with Matrix Consulting Group to conduct a management audit of the Municipal Court Clerk's office and to expend said funds as appropriated in Section 1.
SECTION 3. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after its adoption and approval by the Mayor, or ten days after adoption if the Mayor neither approves nor vetoes the same.