Explanation
Background: This ordinance authorizes the Clerk of the Franklin County Municipal Court to enter into a professional agreement with Maximus Inc., to expand access to the Court's public records, to implement a fully Integrated Document Management System and for additional support to our current system: CourtView 2000, the Case Management System, authorized by the passage of Ordinance 2807-97 on November 24, 1997.
The Integrated Document Management System utilizes Visiflow and Workflow products, which provides a comprehensive imaging and document routing solution integrated with CourtView 2000. This solution enables the Clerk's office to accept, index and attach electronic documents to the case management system, thereby eliminating 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 the case and documents.
These products are integrated with CourtView 2000 via proprietary software interfaces developed and supported by Maximus; the products themselves are primarily supported by Maximus. Due to these proprietary costs, we are requesting that Council waive all provisions of the Columbus City Code relative to competitive bidding. Ordinance 1346-99 authorized the waiving of all provisions of the Columbus City Codes relative to competitive bidding for the web-site installation for CourtView 2000.
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 authorized November 24, 1997.
Supplier: Maximus Inc., formerly known as Crawford Consulting Inc. (54-100058)
Fiscal Impact: $318,710.75 is and available within the Municipal Court Clerk's 2005 computer fund appropriations.
Emergency: Emergency legislation is being requested to facilitate prompt agreement executions and related payment for services.
Title
To authorize the Clerk of the Franklin County Municipal Court to enter into an agreement with Maximus, Inc. for an Integrated Document Management System and application support, to waive all competitive bidding provisions of the Columbus City Codes, to authorize the expenditure of $318,710.75 from the Clerk's Special Revenue Fund, and to declare an emergency. ($318,710.75)
Body
Whereas, Ordinance 2807-97 passed November 24, 1997 by the Columbus City Council authorized the Clerk of the Franklin County Municipal Court to enter into a contract with Crawford Consulting, now known as Maximus, Inc. for the purpose of implementing an Integrated Court Case Management System; and
Whereas, the Integrated Document Management System for the Court Case Management System, CourtView 2000 provides comprehensive imaging and document routing and application support, which will enable the Clerk's office to accept, index, and attach electronic documents to the case management system, thereby eliminating manual document handling, storage, and some data entry; and
Whereas, due to the original contract's defined proprietary interest related to the addition of software, specified hardware and licenses, 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, an emergency exists in the usual daily operation of the Court Clerk's office in that is immediately necessary to enter into an agreement with Maximus, Inc. for this project to facilitate prompt agreement executions and related payments 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 is hereby authorized to enter into an agreement with Maximus, Inc. for the purchase of support, professional and access services.
Section 2. That the expenditure sum of $318,710.75 or so 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 - $143,524.97, 3347 - $20,000.00 3358 - $124,593.78 and 3369 - $30,592.00.
Section 3. That due to the proprietary nature of the software, hardware and licenses, the provisions of the Columbus City Codes, 1959, pertaining to competitive bidding are hereby waived.
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, which 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.