Explanation
Background: This legislation authorizes the Department of Finance and Management on behalf of the Franklin County Municipal Court Clerk (hereinafter "Municipal Court Clerk") to modify and extend the existing contract with Mission Critical Partners, LLC for one year in the amount of $150,000.00 for Phase II of the project to update the current case management system.
A court clerk’s case management system is a critical operational function, and it is important to have external assessment and analysis done to ensure the new case management system 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 case management system since 1999. The Clerk has developed a 5-year plan to update the current case management system to a new cutting-edge system. The first phase is the Justice Ecosystem Study to ensure those needs of the entire justice system will be met and the second phase is the procurement process. 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 best utilization of city funds.
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. The current contract expires on August 14, 2026.
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.
Contract Compliance: 26-4026964
Expiration Date: 09/10/2026
DAX Vendor Number: 002532
Contracts:
Ordinance: 1707-2025: $285,000.00: PO523610
Ordinance: 1431-2026: $150,000.00
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 $150,000.00.
2. Reason additional funds were not foreseen: Funds for Phase II of the project 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 $150,000.00 will be available within the General Permanent Improvement Fund.
Emergency: Emergency action is requested to prevent delays in the current project schedule and ensure the Court and Clerk are ready to move into the new municipal court building.
Title
To authorize the Department of Finance and Management on behalf of the Municipal Court Clerk to modify and extend the existing contract for one year in the amount of $150,000.00 with Mission Critical Partners, LLC for the provision of a Justice Ecosystem Study Phase II; to authorize an expenditure up to $150,000.00 from the General Permanent Improvement Fund; and to declare an emergency.($150,000.00)
Body
WHEREAS, it is necessary for the Municipal Clerk to modify and extend the existing contract for one year with Mission Critical Partners, LLC for the provision of a Justice Ecosystem Study Phase II for the Municipal Court; 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 $150,000.00 within the General Permanent Improvement Fund 7748; and
WHEREAS, an emergency exists in the usual daily operation of the Municipal Court Clerk’s Office in that it is immediately necessary to authorize the Municipal Court Clerk to enter into the contract with Mission Critical Partners, LLC for the provision of a Justice Ecosystem Study; 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 Department of Finance and Management on behalf of Municipal Court Clerk be and is hereby authorized to modify and extend the existing contract for one year with Mission Critical Partners, LLC for the provision of a Justice Ecosystem Study Phase II for the Municipal Court Clerk’s Office.
SECTION 2. That the expenditure sum of $150,000.00, or so much thereof as may be needed, is hereby authorized in the General Permanent Improvement Fund 7748, in Object Class 06 - Contractual Services per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 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.