Explanation
This ordinance authorizes the Office of Violence Prevention OVP to enter into a contract with Bonterra Tech LLC to Purchase a new case management system, along with Professional Software Services including technical support for implementation of an impact management enterprise, and 20 licenses for an amount not to exceed $87,273.20 The subscription period is from Oct 1, 2025 through Sept 30, 2026.
The Bonterrra software cost is $60,906.20 for the purchase of a new case management system, known as Apricot, which will OVP intervention and data collection need for participants in CVR. The purchase also includes customer support and professional services along with 20 licenses.
Previously OVP used Bonterra’ s Penelope Software, the transition cost is $26,367.00. This cost is associated with the effort to migrate the current CVR case management data in Penelope to the above order of the Apricot case management system. This migration includes Penelope data extraction, data migration, configuration, customer support and project management.
The total cost of the effort to migrate data from the previous software and the purchase of Apricot software and licenses is $87,273.20.
Bonterra Tech LLC Provides Implementation agreement with the migration from Penelope to Apricot Impact Management Enterprise software which is an interactive project where Bonterra Tech consultants provide expert leadership and recommendations for OVP technical solutions.
The transition from Penelope to Apricot will be beneficial as it is a more succinct and robust case management system designed specifically for non-profit organizations and public sector agencies. The software will increase efficiency, improve service delivery and provide data-driven insights to help CVR/OVP fulfill our overall mission; and
CONTRACT COMPLIANCE:
Bonterra Tech LLC, CC #038505
EMERGENCY DESIGNATION:
This ordinance is submitted as an emergency to not delay the critical services that are facilitated by the use of this software and to ensure we receive the quoted pricing from the vendor.
FISCAL IMPACT: This ordinance authorizes the expenditure of $87,273.20 from the General Fund for this contract
Title
To authorize the Office of Violence Prevention to enter into a contract with Bonterra Tech LLC to Purchase a new case management system, along with Professional Software Services; to waive the competitive bidding provisions of Columbus City Code, Chapter 329; to authorize the expenditure of $87,273.20 from the General Fund; and to declare an emergency. ($87,273.20)
Body
WHEREAS, The Office of Violence Prevention has a need to transition their current CVR case management system from Penelope to Apricot; and
WHEREAS, Bonterra Tech LLC is the sole authorized provider of Apricot, The case management system used to document and track intervention services and resource provision, for participants referred to Columbus Violence Reduction (CVR).
WHEREAS, the contract with Bonterra Tech LLC will be entered into pursuant to the sole source provisions of Chapter 329 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Office of Violence Prevention in that it is immediately necessary to authorize the Director to establish this purchase order to delay the critical services that are facilitated by the use of this software, to ensure receipt of the quoted pricing from the vendor, and for the immediate preservation of 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 Office of Violence Prevention is hereby authorized and directed to enter into a contract with Bonterra Tech LLC for a subscription to Apricot, a case management software platform service, for an amount not to exceed $87,273.20 for the period of October1, 2025 through September 30, 2026.
SECTION 2. That the expenditure of 87,273.20 or so much thereof as may be needed, is hereby authorized from the General Fund, Department 40, Division 4007, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the City Council finds it in the best interest of the City to waive the competitive biddings provisions of the Columbus City Codes and, accordingly, the relevant provisions of Chapter 329 of the Columbus City Codes regarding competitive bidding are hereby waived.
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 authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 6. That for reasons stated in the preamble here to, 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.