Explanation
Background:
Ordinance 1068-2019 authorized the Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to enter in 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 (software maintenance and support services) for the Franklin County Municipal Court case management system.
Ordinance 2973-2024 authorized the Municipal Court Clerk to modify and extend the contract with CourtView Justice Solutions, Inc. for an additional one (1) year in the amount of $287,843.00 for the purchase of the software maintenance and support services.
This legislation authorizes the Municipal Court Clerk to modify and extend the existing contract with CourtView Justice Solutions, Inc. for an additional three (3) years and one option year in the amount of $296,480.00 for the first year for the purchase of the software maintenance and support services resulting in a new expiration date of December 31, 2026, for the first year.
Bid Information:
The Franklin County Municipal Court Case Management System was competitively procured in 1997 through RFP, BID #63-GL9, approved by Ordinance 2807- 97.
CourtView Justice Solutions, Inc. is the sole source supplier of the 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: 11/3/2027
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; PO447692
Ordinance: 2973-2024; $287,843.00; PO480765
Ordinance: 2910-2025; $296,480.00
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 contract modification: $296,480.00
2. Reason additional goods or services were not foreseen: Due to the complexity of the case management system, additional time is necessary to research and complete the negotiations for a new contract.
3. Reason other procurement processes were not used: Sole Source
4. How was cost determined: Quote - percentage increases were negotiated
Emergency: Emergency legislation is requested for the continuity of the software maintenance and support services for the case management system for the Franklin County Municipal Court. The existing contract ends December 31, 2025.
Fiscal Impact: Funds totaling $296,480.00 are available within the Municipal Court Clerk’s 2025 Computer Fund budget.
Title
To authorize the Municipal Court Clerk to modify and extend the existing contract with CourtView Justice Solutions, Inc. for an additional three (3) years and one option year for the purchase of the software maintenance and support services in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $296,480.00 from the Municipal Court Clerk Computer Fund, and to declare an emergency. ($296,480.00)
Body
WHEREAS, it is necessary to modify and extend the existing contract with CourtView Justice Solutions, Inc. for an additional three (3) years and one option year for the continuity of the software maintenance and support services; and
WHEREAS, the additional time is necessary to research and complete the negotiations for a new case management system contract; and
WHEREAS, the CourtView software is proprietary property of CourtView Justice Solutions, Inc.; 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 modify and extend the contract with CourtView Justice Solutions, Inc. for three (3) years and one option year for the purchase of software maintenance and support services for the Municipal Court Clerk case management system as the current contract expires December 31, 2025; all for the immediate preservation of the public health, peace, property, safety, and welfare; and 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 and extend the existing contract with CourtView Justice Solutions, Inc. for an additional three (3) years and one option year in the amount of $296,480.00 for the first year for the purchase of the software maintenance and support services in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 2. That the expenditure of $296,480.00 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.