Explanation
Background: On April 11, 2005, Ordinance 0610-2005 passed authorizing the Clerk of the Franklin County Municipal Court to enter into a professional agreement with Maximus Inc., to provide for a comprehensive imaging and document routing solution integrated with the CourtView 2000 computer system. To further enhance this system and maintain levels of service necessary to manage the imaging and e-filing system, the Clerk is seeking authorization to enter into an agreement for additional services and support.
The Integrated Document Management System which provides a comprehensive imaging and document routing enables the clerks to accept, index and attach electronic documents to the case management system, thereby reducing manual document handling, storage, and some data entry. Paper documents can be scanned, bar coded and then processed in the same manner. The electronic documents can be programmatically routed to persons responsible for that phase of the case, enhancing throughput of case and documents. The e-filing component of the system provides users the ability to electronically file documents and initiate cases in case management and document management systems.
Due to proprietary rights, outlined in contract 18848 authorized by the passage of ordinance 2807-97 and ordinance 1346-99, in accordance to sole source provisions of the Columbus City Codes, the Clerk is requesting Council to waive all competitive bidding provisions of the Columbus City Codes.
The support fees will be included in the annual maintenance fees paid to Maximus, as described in the Professional Services Agreement as an addendum to Contract 18848, in accordance to section 329 of the Columbus City Code, ordinance 2807-97.
The passage of the ordinance will allow the Clerk of the Franklin County Municipal Court to obtain additional services and application support to further enhance and maintain levels of service necessary to manage the imaging and e-filing system.
Also, this ordinance will allow the Clerk to pay for services rendered in August, September and October of 2005 and thereafter, until all services are rendered. The Clerk entered into an agreement with Maximus Inc., through approved quotations and a change order for necessary work . The services include CourtView VisiFlow imaging and work flow implementation for Civil court ($79,600.00), CourtView e-filing implementation ($74,565.00), and the additional scope of CourtView Visiflow imaging and workflow for Criminal/Traffic court ($44,640.00), totaling in the amount of $198,805.00.
Emergency: There is an immediate need to facilitate prompt agreement executions for payments for present and future services rendered.
Fiscal Impact: $198,805.00 is and available within the Municipal Court Clerk's 2005 computer fund budget.
Contract Compliance: 541000588 Expiration Date: 02/11/2008
Title
To authorize the Clerk of the Franklin County Municipal Court to enter into an agreement with Maximus, Inc. for the purchase of additional services and application support needed for enhancements to Integrated Document Management System, in accordance with sole source provisions of the Columbus City Codes, to waive all competitive bidding provisions of the Columbus City Codes, to authorize the expenditure of $198,805.00 from the Clerk's Special Revenue Fund, and to declare an emergency. ($198,805.00)
Body
Whereas, this legislation authorizes the Clerk of the Franklin County Municipal Court to enter into an agreement with Maximus Inc., for additional services and application support to for the Integrated Document Management System in the amount $198,805.00; and
Whereas, Ordinance 0610-2005 authorized the Clerk of the Franklin County Municipal Court to enter into an agreement with Maximus, Inc. for the purpose of implementing an Integrated Document Management System and application support; and
Whereas, the additional services and application support will further enhance and maintain levels of service necessary to manage the imaging and e-filing system.
Whereas, due to the original contract's defined proprietary interest related to the additional software, specified hardware and licenses, in accordance with sole source provisions of Section 329 of the Columbus City Codes, it is necessary that a request be made to Council to waive all provisions of the Columbus City Code relative to competitive bidding; and
Whereas, this ordinance will allow the Clerk to pay for services rendered in August, September and October 2005 and thereafter, until all services are rendered. The Clerk of Court approved quotations and a change order for necessary work regarding the Integrated Document Management System. The services include CourtView Visiflow imaging and workflow implementation for Civil court, CourtView e-filing implementation, and the additional scope of CourtView Visiflow imaging and workflow for Criminal/Traffic court in the amount of $198,805.00, and
Whereas, an emergency exists in the usual daily operation of the Muncipal Court Clerk's office in that it is immediately necessary to enter into an agreement with Maximus, Inc. for this project to facilitate prompt agreement executions and related payment for services, thereby preserving the City's public health, peace, property, safety, and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Clerk of the Franklin County Municipal Court be and is hereby authorized to enter the agreement with Maximus Inc., for additional services and application support for the Integrated Document Management System.
Section 2. That it is in the best interest of the City of Columbus to waive the provisions of Section 329.06 of the Columbus City Code, 1959 and such provisions are hereby waived.
Section 3. That the expenditure sum of $198,805.00 or s much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk special revenue fund, organization 2601, fund 227,subfund 002, OCA 260208, object level 1-03, object level 03: 3336 - $76,000.00: 3347 - $79,680.00: 3358 - $37,500.00: 3369 - $5,625.00.
Section 4. That for reasons stated in the preamble hereto, where is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.