Explanation
Background: This legislation authorizes the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to modify the contract with CourtView Justice Solutions, Inc. ("CJS") for the purchase of software maintenance and support services for the last nine (9) months of the first contract renewal option year in the amount of $205,580.00, and for the purchase of the first year of software maintenance and support services for the Electronic Citation ("eCitation") project in the amount of $8,800.00 for the Franklin County Municipal Court Case Management System.
The eCitation Project will provide the Municipal Court Clerk's office with the ability to receive citations electronically. The eCitation project will reduce redundant data entry, provide more timely records access for the public, and enhance records accuracy, all resulting in greater efficiencies and costs benefits.
Ordinance 0422-2012 authorized Municipal Court Clerk to enter into a thirty-six (36) month contract with four (4) consecutive twelve (12) month renewal options with CJS for the purchase of maintenance, support, professional and optional services for the Franklin County Municipal Court Case Management System.
Bid Information:
Pricing was negotiated between CJS and the Municipal Court Clerk. Discounts were received for maintenance, support and software.
CJS is the sole source supplier of CourtView software maintenance and support services. The case management system is proprietary in nature. As such this legislation is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
Contracts:
Ordinance: 0422-2012; EL013073; $337,524.00
Ordinance: 1809-2012; EL013637; $63,871.00
Ordinance: 0221-2013; EL013968; $191,613.00
Ordinance: 2439-2013; EL014961; $65,148.00
Ordinance: 0301-2014; EL015376; $195,446.00
Ordinance: 1443-2014; EL015990; $154,697.00
Ordinance: 2489-2014; EL016363; $76,802.00
Ordinance: 0574-2015; $214,380.00
Contract Compliance Number: 46-0521050
Expiration Date: 2/13/2016
The company is not debarred according to the excluded party listing system of the Federal Government or prohibited from being awarded a contract according to the Auditor of State unresolved finding for recovery certified search.
Emergency: Emergency legislation is requested for the purchase of software maintenance and support services for the continuity of the case management system and the eCitation project for the Franklin County Municipal Court.
Fiscal Impact: Funds totaling $131,631.91 are available within the Municipal Court Clerk's Computer Fund Budget. Funds totaling $82,748.09 are available within the Franklin County Municipal Court Computer Fund Budget.
Title
To authorize the Municipal Court Clerk to modify the contract with CourtView Justice Solution, Inc. for the purchase of software maintenance and support services; to authorize an expenditure of $131,631.91 from the Municipal Court Clerk Computer Fund; to authorize an expenditure of $82,748.09 from the Franklin County Municipal Court Computer Fund and to declare an emergency ($214,380.00).
Body
WHEREAS, it is necessary for the Municipal Court Clerk to modify the contract with CJS for the last nine (9) months of the first contract renewal option year for the purchase of software maintenance and support services, and for the purchase of the first year of software maintenance and support services for the Electronic Citation ("eCitation) project for the Franklin County Municipal Court Case Management System; and
WHEREAS, the eCitation project will reduce redundant data entry, provide more timely records access for the public, and enhance records accuracy, all resulting in greater efficiencies and costs benefits; and
WHEREAS, this agreement was originally 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 the contract with CJS for the purchase of software maintenance and support services for the Franklin County Municipal Court Case Management System, 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 CJS for the last nine (9) months of the first contract renewal option for the purchase of software maintenance and support services, and for the purchase of the first year of software maintenance and support services for the eCitation project for the Franklin County Municipal Court Case Management System in the amount of $214,380.00.
SECTION 2. That the expenditure of $131,631.91 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk Computer Fund, fund 227, department 26-01, oca 260208, object level 1 - 03, object level 3 - 3369.
SECTION 3. That the expenditure of $82,748.09 or so much thereof as may be necessary is hereby authorized to be expended from the Franklin County Municipal Court, Computer Fund; fund 227, department 25-01, oca 250340, object level 1- 03, object level 3 - 3369.
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 hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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.