Explanation
Background:
Ordinance 1068-2019 authorized the Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to enter into a fifty-four (54) month contract, with one (1) twelve (12) month renewal option with CourtView Justice Solutions, Inc., d/b/a Equivant (CourtView Justice Solution, Inc.) for the purchase of software, maintenance, support, and professional services for the Franklin County Municipal Court Case Management System.
Ordinance 3278-2022 authorized the Municipal Court Clerk to modify the contract with CourtView Justice Solutions, Inc., for the provision of commercial carrier software, maintenance, support, and professional services.
This legislation authorizes the Municipal Court Clerk to modify the existing contract with CourtView Justice Solutions, Inc., for the provision of customizing the add-on integration to meet the needs of the Municipal Court Clerk to issue FedEx service.
The Franklin County Municipal Court Case Management System was competitively procured in 1997 through RFP, BID #63-GL9, approved by Ordinance 2807- 97.
Bid Information:
Pricing was negotiated with CourtView Justice Solutions, Inc.
CourtView Justice Solutions, Inc. is the sole source supplier of CourtView software, maintenance and support services. The case management system is proprietary in nature; therefore, this legislation is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.
Contract Compliance Number: 46-0521050
Expiration Date: 10/04/2025
Vendor Number: 008460
Contracts:
Ordinance: 1068-2019: $113,003.50; PO173301
Ordinance: 2298-2019: $232,788.00; PO195720
Ordinance: 2909-2019: $36,504.00; PO204000 & PO204037
Ordinance: 1002-2020: $83,135.00; PO244318
Ordinance: 2143-2020: $272,925.00; PO248766
Ordinance: 2495-2021; $253,965.00; PO298220
Ordinance: 3076-2022; $266,152.00; PO352938
Ordinance: 3278-2022; $30,960.00; PO360699
Ordinance: 2839-2023; $274,136.00; PO418277
Ordinance: 1164-2024; $23,865.00
1. Amount of additional funds to be expended under this contract modification: $23,865.00.
2. Reason additional goods and services could not be foreseen:
The program service, OneRate, that the Municipal Court Clerk agreed to with FedEx is currently not an option for the add-on portal. The need for customization of the add-on was not known until implementation of the service and agreement between FedEx and Municipal Court Clerk was finalized. The OneRate addition is necessary to reduce the costs of the service by providing a flat rate.
3. Reason other procurement processes are not used: Sole Source.
4. How cost of modification was determined: Quotes - costs were negotiated.
Emergency: Emergency legislation is requested to add Commercial Carrier software for the daily operations and the receipt of real-time updates from FedEx for the Municipal Court Clerk’s Office.
Fiscal Impact: Funds totaling $23,865.00 are available within the Municipal Court Clerk’s 2024 Computer Fund budget.
Title
To authorize the Municipal Court Clerk to modify the contract with CourtView Justice Solution, Inc. for the provision of customizing the add-on integration to meet the needs of the Municipal Court Clerk to issue FedEx service, in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $23,865.00 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($23,865.00)
Body
WHEREAS, it is necessary for the Municipal Court Clerk to modify the contract with CourtView Justice Solution, Inc. for the provision of customizing the add-on integration to meet the needs of the Municipal Court Clerk to issue FedEx service through the Franklin County Municipal Court Case Management System; and
WHEREAS, the CourtView software is proprietary property of CourtView Justice Solutions, Inc. d/b/a Equivant; therefore, this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329; 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 modify the contract with CourtView Justice Solutions, Inc. for the provision of customizing the add-on integration to meet the needs of the Municipal Court Clerk to issue FedEx service so there is no interruption in the daily operations for the Municipal Court Clerk’s Office; 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 Municipal Court Clerk be and is hereby authorized to modify the contract with CourtView Justice Solutions, Inc. for the provision of customizing the add-on integration to meet the needs of the Municipal Court Clerk to issue FedEx service in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 2. That the expenditure of $23,865.00 or so much thereof as may be necessary, is hereby authorized in Fund 2227 (Computer Fund), Dept-Div 2601 (Municipal Court Clerk), Object Class 03 (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 ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.