Explanation
Background: Ordinance 2807- 97, approved by Columbus City Council on November 24, 1997, authorized the Franklin County Municipal Court, Clerk of Court ( "Municipal Court Clerk") to enter into a contract with Crawford Consulting, Inc., for the purpose of implementing an integrated CourtView case management system for the Franklin County Municipal Court.
Crawford Consulting, Inc. which began in 1984 was acquired by MAXIMUS on March 2, 2000, and operated as CCI-MAXIMUS and then as MAXIMUS Justice Solutions. In October of 2008, Trapeze Software Group purchased the MAXIMUS Justice Solution Division. The acquisition was renamed CourtView Justice Solutions, Inc ("CJS").
The maintenance and support, professional services, software and licenses for the CourtView case management system were provided by the aforementioned companies through 2009. Thereafter, support services were provided by NashWest, LLC.
This ordinance authorizes the Municipal Court Clerk to enter into the first twelve months of a thirty-six (36) month contract with four (4) consecutive twelve (12) month renewal options with CJS and to amend the 1997 license agreement for the purchase of maintenance, support, professional and optional services, additional licenses and software for the Franklin County Municipal Court case management system.
These services, additional software and licenses are necessary to gain significant efficiency benefits from work process modules not present in our current case management version; and to facilitate the implementation of an electronic filing solution in furtherance of the courts pursuit of a paperless justice environment. This will result in reduced space requirements, and improved workflow processes. Additionally this ensures we have a support vendor that can provide proprietary source code changes required by legislative mandates.
Bid Information:
Pricing was negotiated between CJS and the Municipal Court Clerk. Discounts were offered for maintenance, support and software.
CJS is the sole source supplier of CourtView software and support services. The case management system is proprietary in nature. As such this ordinance is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
Contract Compliance Number: 46-0521050
Expiration Date: 3-27-2014
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.
Emergency: Emergency legislation is requested for the purchase of maintenance, support, professional and optional services, and additional licenses and software for a more efficient case management system for the Franklin County Municipal Court.
Fiscal Impact: Funds totaling $257,524.00 are available within the Municipal Court Clerk's Computer Fund. Funds totaling $80,000.00 are available within the Franklin County Municipal Court Computer Fund.
Title
To authorize the Municipal Court Clerk to enter into a contract with CourtView Justice Solution, Inc. and to amend the license agreement, for the purchase of maintenance, support, services, additional licenses and software in accordance with the sole source procurement provisions of the Columbus City Codes; to authorize an expenditure of $257,524.00 from the Municipal Court Clerk Computer Fund; to authorize an expenditure of $80,000.00 from the Franklin County Municipal Court Computer Fund and to declare an emergency.($337,524.00)
Body
WHEREAS, the Municipal Court Clerk desires to enter into the first twelve months of a thirty-six (36) month contract with four (4) consecutive twelve (12) month renewal options with CourtView Justice Solution, Inc. and to amend the license agreement for the purchase of maintenance, support, professional and optional services, additional licenses and software for the Franklin County Municipal Court case management system, and
WHEREAS, these services, additional licenses and software are necessary for a more efficient work flow process and to facilitate the implementation of an electronic filing solution in furtherance of the Courts pursuit of a paperless justice environment, and
WHEREAS, this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07, and
WHEREAS, an emergency exists in the usual daily operation of the Municipal Court Clerk's office, in that it is immediately necessary to enter into a contract with CJS and to amend the license agreement for purchase of maintenance and support, professional services, additional licenses and software for the Franklin County Municipal Court case management system, 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 Municipal Court Clerk be and is hereby authorized and directed to enter the first twelve months of a thirty-six (36) month contract with four (4) consecutive twelve (12) month renewal options with CourtView Justice Solution, Inc. and to amend the license agreement for the purchase of maintenance, support, professional and optional services, additional licenses and software for the Franklin County Municipal Court.
Section 2. That the expenditure of $257,524.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Municipal Court Clerk Computer Fund, organization 2601, fund 227, subfund 02, oca 260208, object level 1 - 03, object level 3 - 3336, amount $39,050.00.
Municipal Court Clerk Computer Fund, organization 2601, fund 227, subfund 02, oca 260208, object level 1 - 03, object level 3 - 3358, amount $48,000.00.
Municipal Court Clerk Computer Fund, organization 2601, fund 227, subfund 02, oca 260208, object level 1 - 03, object level 3 - 3369, amount $170,474.00.
Section 3. That the expenditure of $80,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Franklin County Municipal Court, Computer Fund; fund 227, subfund 01, department 2501, oca 250340, object level 1- 03, object level 3 - 3369, amount $80,000.00.
Section 4. That this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
Section 5. 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 passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.