Explanation
Background: This legislation authorizes an appropriation of $175,000.00 from the unappropriated balance of the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") Computer Fund; authorizes the Municipal Court Clerk to modify the existing contract with Mission Critical Partners, LLC to add implementation and consulting services in the amount of $175,000.00 to assist in the implementation of the current case management system.
The Municipal Court Clerk has a need to obtain a professional services consulting firm to consider strategies to address the functionality and longevity of its current case management system (CMS) and recommend a path forward for a system that would meet the needs of our entire justice system.
A court clerk’s CMS is a critical operational function, and it is important to have external assessment and analysis done to ensure the new CMS fits the needs of not only the Franklin County Municipal Court and the Municipal Court Clerk, but the justice partners and community members who use the system daily. The Court Clerk has had its current CMS since 1999. The Clerk has developed a 5-year plan to update the current CMS to a new cutting-edge system. The first phase starts with the Justice Ecosystem Study to ensure those needs of the entire justice system will be met.
Ordinance 1707-2025 authorized the City Auditor to transfer $150,000.00 within the General Fund; authorized an appropriation of $135,000.00 from the unencumbered balance of the Franklin County Municipal Court Clerk Computer Fund; authorized the Municipal Court Clerk to enter into a one (1) year contract with Mission Critical Partners, LLC for the provision of a Justice Ecosystem Study for a new Case Management System (Justice Ecosystem Study); and authorized an expenditure up to $150,000.00 from the Municipal Court Clerk General Fund and $135,000.00 from the Municipal Court Clerk Computer Fund, totaling $285,000.00.
Ordinance 1042-2026 authorized the transfer of funds to both the Municipal Court Judges and the Municipal Court Clerk for the ability to continue with the overall project.
Ordinance 1431-2026 authorized the Department of Finance and Management on behalf of the Municipal Court Clerk to modify and extend the existing contract with Mission Critical Partners for one year in the amount of $150,000.00
Phase II of the project allows Mission Critical Partners, LLC, to assist in the implementation of the Request for Proposals. The contract for the case management system is one of the most crucial contracts the Municipal Court Clerk holds. Additionally, assistance in preparing, writing, and guiding through the Request for Proposals process is needed to ensure the smoothest transition. Adding additional funds is necessary to provide necessary consulting and implementation assistance once a new CMS vendor is selected.
Additionally, funds will need to be transferred within the Computer Fund due to additional funds being encumbered in the personnel sub fund. Only three employees of the original nine budgeted were authorized to be transferred from the General Fund to the Computer Fund, leaving additional funds encumbered in the personnel category.
Bid Information: The purchase will be from the Ohio State Term Schedule, Contract Number 534504; Expiration Date 6/30/2028. Ordinance 0582-87 authorizes the City of Columbus to purchase from this contract. The State Term Contract is determined to be the most cost-effective method to obtain these services due to the State of Ohio competitively selecting and negotiating those contracts. Therefore, the Municipal Court Clerk is requesting this City Council to waive the competitive bidding provisions of Columbus City Code.
Contract Compliance: 26-4026964
Expiration Date: 09/18/2028
DAX Vendor Number: 002532
Contracts:
Ordinance: 1707-2025: $285,000.00: PO523610
Ordinance: 1431-2026: $150,000.00: PO575145
Ordinance: 2603-2026: $175,000.00
Contract Modification:
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
1. Amount of additional funds: Amount of additional funds to be expended under this modification is $175,000.00.
2. Reason additional funds were not foreseen: Funds implementation and consulting services were not allocated yet and the timeline was fluid.
3. Reason other procurement processes were not used: State Term Schedule
4. How was cost determined: Cost determination: The cost by the State Term Contract and Mission Critical Partners.
Fiscal Impact: Funds totaling $175,000.00 will be available within the Computer Fund.
Title
To authorize an appropriation of $175,000.00 from the unappropriated balance of the Municipal Court Clerk Computer Fund; to authorize the Municipal Court Clerk to modify the existing contract in the amount of $175,000.00 with Mission Critical Partners, LLC for the provision of implementation and consulting services; to authorize an expenditure up to $175,000.00 from the Computer Fund; to authorize the City Auditor to transfer $175,000.00 within the Computer Fund. ($175,000.00)
Body
WHEREAS, this ordinance will allow the Municipal Court Clerk to appropriate said funds within the unappropriated balance of the Municipal Court Clerk Computer Fund; and
WHEREAS, it is necessary for the Municipal Clerk to modify the existing contract with Mission Critical Partners, LLC for the provision of implementation and consulting services in the amount of $175,000.00; and
WHEREAS, the Municipal Court Clerk has a need to obtain a professional services consulting firm to consider strategies to address the functionality and longevity of its current case management system and recommend a forward path for a system that would meet the needs of our entire justice system; and
WHEREAS, it is necessary to authorize the transfer of $175,000.00 within the Computer Fund; and
WHEREAS, it has become necessary in the usual daily operation of the Municipal Court Clerk’s Office to authorize the Municipal Court Clerk to modify the contract with Mission Critical Partners, LLC for the provision of implementation and consulting services; 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 sum of $175,000.00 is hereby appropriated from the unappropriated balance of Fund 2227, the Computer Fund, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose, to Department 26, the Municipal Court Clerk, Object Class 03 Contractual Services, per the accounting codes in the attachment to this ordinance.
SECTION 2. That the Municipal Court Clerk be and is hereby authorized to modify the existing contract for the additional funds amount of $175,000.00 with Mission Critical Partners, LLC for the provision of implementation and consulting services for the Municipal Court Clerk’s Office.
SECTION 3. That the transfer of $175,000.00, or so much thereof as may be needed, is hereby authorized within the Clerk's Computer Fund 2227 per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure sum of $175,000.00, or so much thereof as may be needed, is hereby authorized in the Computer Fund 2227, in Object Class 03 - Contractual Services per the accounting codes in the attachment to this ordinance.
SECTION 5. That the funds are hereby deemed appropriated and expenditures authorized to carry out the purposes of this legislation and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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.
SECTION 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.