Explanation
Background: This legislation authorizes the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to modify the contract with CourtView Justice Solutions, Inc. ("CJS") for the following services: for the first three (3) months of the first option renewal year; $66,452.00 for software maintenance and support; $9,000.00 to convert WordPerfect forms into Microsoft Word forms; $1,350.00 for the financial case optioning training for the Franklin County Municipal Court Case management system and the Electronic Filing ("E-Filing") of documents.
E-Filing is a comprehensive system that incorporates a web based court document filing solution, a document imaging solution, an electronic document management system with workflow capability, and a case management system.
The conversion of Word Perfect (obsolete software) documents to Microsoft Word will provide the ability to auto generate documents into an electronic format which will subsequently be employed in an E-Filing workflow solution which will result in significant efficiency benefits.
The financial case optioning provides for the updating of cases where funds paid via our E-Filing and payment system are applied to specific cases and processed without manual intervention resulting in improved processing efficiency and time/cost savings.
Ordinance 0422-2012 authorized Municipal Court Clerk to enter into a thirty-six (36) month contract with four (4) consecutive twelve (12) month renewal options with CJS for the purchase of maintenance, support, professional and optional services for the Franklin County Municipal Court case management system.
Bid Information:
Pricing was negotiated between CJS and the Municipal Court Clerk. Discounts were received for maintenance, support and software.
CJS is the sole source supplier of CourtView software maintenance and support services. The case management system is proprietary in nature. As such this legislation is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
Contracts:
Ordinance: 0422-2012; EL013073; $337,524.00
Ordinance: 1809-2012; EL013637; $63,871.00
Ordinance: 0221-2013; EL013968; $191,613.00
Ordinance: 2439-2013; EL014961; $65,148.00
Ordinance: 0301-2014; EL015376; $195,446.00
Ordinance: 1443-2014; EL015990; $154,697.00
Ordinance: 2489-2014; $76,802.00
Contract Compliance Number: 46-0521050
Expiration Date: 2/13/2016
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 software maintenance and support, and professional services for the continuity of the case management system for the Franklin County Municipal Court.
Fiscal Impact: Funds totaling $66,452.00 are available within the Municipal Court Clerk's Computer Fund Budget. Funds totaling $10,350.00 are available within the Municipal Court Clerk Capital Improvement Fund.
Title
To authorize the Municipal Court Clerk to modify the contract with Court View Justice Solution, Inc. for the purchase of software support, and professional services; to authorize an expenditure of $66,452.00 from the Municipal Court Clerk Computer Fund; to authorize an expenditure of $10,350.00 from the Municipal Court Clerk Capital Improvement Fund; and to declare an emergency ($76,802.00)
Body
WHEREAS, it is necessary for the Municipal Court Clerk to modify the contract for the next three (3) months of the first renewal option with CJS for the purchase of software support and professional services for the Franklin County Municipal Court case management system; and
WHEREAS, the conversion of Word Perfect documents to Microsoft Word and financial optioning will be utilized in an E-Filing workflow solution resulting in significant efficiency and time/cost benefits; and
WHEREAS, this agreement was originally 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 modify the contract with CJS for the purchase of software support and professional services 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 to modify the contract for the first three (3) months of the first renewal option with CJS for the purchase of software support and professional services in the amount of $76,802.00 for the Franklin County Municipal Court case management system.
SECTION 2. That the expenditure of $66,452.00 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk Computer Fund, organization 26-01, fund 227-002, oca 260208, object level 1 - 03, object level 3 - 3369, amount $66,452.00.
SECTION 3. That the expenditure of $10,350.00 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk Capital Improvement fund, department 26-01, fund 780, project 780001-100005, oca 780105, object level 1 - 06, object level 3 - 6655.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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.