Explanation
This ordinance authorizes the Office of Violence Prevention (OVP) to modify two existing contracts with Bonterra Tech LLC to correct the contract period dates of two existing contracts, one for a case management software subscription and a second contract for data migration services. This ordinance also authorizes the extension of both contracts from October 1, 2026 through September 30, 2027 and authorizes the expenditure of up to $28,808.46 from the 2026 Operating Budget.
In 2025, Ordinance 2721-2025, passed on October 27, 2025, authorizing the service contract and software migration services for $87,273.20 ($26,367.00 for software subscription and $60,906.20 for data migration services from a platform called Penelope to another called Apricot).
Due to an error on the dates within the service agreement for the case management software and a significant delay in the data migration of the "Penelope" software to "Apricot" software, it is necessary to revise the existing contract period of November 1, 2025 through September 30, 2026 to October 1, 2025 through September 30, 2027. This contract was intended for the Apricot Software services which has not yet been implemented but is planned for such within the corrected contract term. The existing purchase order for this service agreement is PO566134 and it will remain in effect until all invoices for services from October 1, 2025 through September 30, 2027 are paid in full.
It is also necessary to modify and extend the dates of the software migration contract of November 1, 2025 through September 30, 2026 to October 1, 2025 through September 30, 2027. The existing purchase order for this migration service agreement is PO559225 and it will remain in effect until all invoices for migration services are paid or until the agreement is modified.
A “Then and Now” certificate has been drafted for an additional "Penelope" platform services agreement due to the fact that the data migration and implementation of Apricot was delayed and "Penelope" was continued without an active service agreement. The amount of this contract is $28,808.46 and authorization of both the contract and expenditure is included in this ordinance.
CONTRACT COMPLIANCE:
Bonterra Tech LLC, CC #038505
EMERGENCY DESIGNATION:
This ordinance is submitted as an emergency as to not delay the critical services that are facilitated by the use of this software. The current contract will lapse on Wednesday, September 30, 2026 without passage of this ordinance.
FISCAL IMPACT: Funding in the amount of $28,808.46 is available and appropriated for the payment of this expenditure in Fund 1000 within the OVP 2026 General Fund Budget for the contract service agreement extension from October 1, 2026 through September 30, 2027. A “Then and Now Certificate” has been established for the continuation of "Penelope" software during the delay in the data migration and "Apricot" software implementation, from October 1, 2025 through September 30, 2026. The existing purchase orders created as a result of passage of Ord. 2721-2026, PO566134 and PO569225, shall remain in effect and available as services are underway and invoices for data migration, implementation, and the "Apricot" software services are pending.
Title
To authorize the Office of Violence Prevention to modify and extend two existing contracts for software services with Bonterra Tech LLC; to authorize the Office of Violence Prevention to enter into a contract with Bonterra Tech LLC for the continuation of the "Penelope" software platform; to acknowledge receipt of a "Then and Now" Certificate from the City Auditor; to authorize the expenditure of $28,808.46 from the General Fund; and to declare an emergency. ($28,808.46)
Body
WHEREAS, The Office of Violence Prevention has a need for case management software to document and track intervention services and resource provision, for participants referred to Columbus Violence Reduction (CVR); and
WHEREAS, contracts executed in 2025 had incorrect dates and must be revised; and
WHEREAS, the existing contracts must be extended to allow for software migration and service agreements through September 30, 2027 due to project delays; and
WHEREAS, the existing contracts purchase orders shall remain in effect until all invoicing has been processed; and
WHEREAS, Bonterra Tech LLC has provided services to the City of Columbus; and
WHEREAS, after these services were rendered, the City received an invoice for which a purchase order with a prior certification of available funds by the City Auditor attached, had not been obtained; and
WHEREAS, Section 5705.41 (D)(1) of the Ohio Revised Code provides that in certain circumstances a political subdivision may authorize payment on a contract executed without prior certification by the City Auditor; and
WHEREAS, City Council now has before it a certificate from the City Auditor certifying there was at the time of making the contract and at the time of the execution of such certificate a sufficient sum appropriated for the purpose of such contract and in the treasury or in process of collection to the credit of an appropriate fund free from any encumbrances (a “then and now certificate”); and
WHEREAS, less than thirty days have passed since the City Council’s receipt of the certificate from the City Auditor; and
WHEREAS, the City Council desires to satisfy the obligations of the contracts with new contract dates; and
WHEREAS, it is necessary to enter into a contract for "Penelope" software services that were provided to the City during the delay in the data migration and implementation of "Apricot" software for case management; and
WHEREAS, an emergency exists in the daily operations of the Office of Violence Prevention in that it is immediately necessary to present this ordinance for the City Auditor to issue a warrant in accordance with Ohio Revised Code Section 5705.41 (D) (1) all for the preservation of the public peace, property, health, safety and welfare; 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 modify and extend the existing agreements so as not 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 City council hereby acknowledges receipt of the "Then and Now Certificate" from the City Auditor and authorizes and directs the City Auditor to authorize payment to Bonterra Tech, LLC per invoice approved by the Director of the Office of Violence Prevention (or Designee) in an amount not to exceed $28,808.46.
SECTION 2.That the Office of Violence Prevention is hereby authorized and directed to modify and extend two existing contracts with Bonterra Tech LLC for a subscription case management software platform service for "Apricot" and data migration services fpr "Penelope" to "Apricot", for the dates from October 1, 2025 through September 30, 2027.
SECTION 3. That the Office of Violence Prevention is hereby authorized and directed to establish a service agreement for the "Penelope" software which was utilized from October 1, 2025 through September 30, 2026 while the data migration was delayed.
SECTION 4. That the expenditure of $28,808.46 or so much thereof as may be needed, is hereby authorized from the General Fund, Department 40, Division 4007, per the accounting codes attached to this ordinance.
SECTION 5. 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 6. 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 7. 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.