Explanation
BACKGROUND:
This ordinance authorizes the appropriation of $200,000.00 for fiscal year 2026 within the Franklin County Municipal Court’s Court Modernization fund and to enter into contract with Justice AV Solutions (JAVS) to replace the recording system currently in Courtroom 4C, and will be the system of choice in all the courtrooms for the newly constructed Courthouse. The Court evaluated three video recording systems for Courtroom 4C, which handles arraignments and environmental cases daily. Of the 3 vendors evaluated, JAVS was the second-lowest-cost vendor and the best solution that met all the Court's requirements. JAVS is also the only vendor with an STS contract. Based on these 3 evaluations and quotes, the Court would like to proceed with the purchase of the JAVS solution under the STS contract, which is authorized by Ord. 0582-87. By using STS066-800879 for the video recording system, the Judges can be assured that service rates are monitored and evaluated against current market practices.
The program began in December 2025 to fund court projects supporting the Municipal Court’s transition to the new courthouse. The court may use these collected fees to support costs related to court functions and facilitate the transfer to the new courthouse. These costs include, but are not limited to, professional review of court processes and operating procedures, staff education, transition towards a paperless environment, and technology planning and investment to ensure construction incorporates appropriate technological efficiencies.
Contract Compliance Number: JAVS contract compliance number is CC-009681, expiring 5/3/2025, pending renewal.
Emergency Legislation is requested to allow a contract to be put in place before the quote expires.
FISCAL IMPACT: There are sufficient funds available within the Court Modernization fund to support the requested appropriation level for 2026.
Title
To authorize the appropriation of $200,000.00 for 2026 from the unappropriated balance of the Franklin County Municipal Court Judges' court modernization fund; to authorize the expenditure of $87,510.92; and to enter into contract with Justice AV Solutions for $87,510.02; and to declare an emergency. ($200,000.00)
Body
WHEREAS, an appropriation of $200,000.00 for fiscal year 2026 within the Franklin County Municipal Court’s court modernization fund is necessary in order to start technology planning; and
WHEREAS, the Court has determined that it is in its best interest to enter into contract with JAVS under the state term contract STS066-800879; and
WHEREAS, $87,510.02 is needed to provide for the materials and services; and
WHEREAS, an emergency exists in the usual daily operation of the Franklin County Municipal Court to appropriate the aforementioned funds, in order for the court to commence expending these funds and enter into contract to replace the recording system currently used in Courtroom 4C before the quote expires; thereby preserving the public health, peace, safety, and welfare; now, therefore;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the sum of $200,000.00 be and is hereby appropriated from the unappropriated balance of the special revenue, court modernization fund, and from all monies estimated to come into said fund from any and all sources unappropriated for any other purposes during the fiscal year ending December 31, 2026, according to the account codes in the attachment.
SECTION 2. That the Administrative and Presiding Judge of the Franklin County Municipal Court be and is hereby authorized to enter into a contract with JAVS for an audiovisual recording system.
SECTION 3. That the expenditure of $87,510.02 or as much thereof as may be necessary is hereby authorized from the Franklin County Municipal Court Judges.
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 monies appropriated in Section 1 shall be paid upon the order of the Administrative and Presiding Judge, and that no Order shall be drawn down or paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.