Explanation
BACKGROUND
This ordinance authorizes the Administrative and Presiding Judge of the Franklin County Municipal Court to contract with BIS Digital, Inc. and authorizes the expenditure of up to $199,997.00.00 from the Municipal Court special revenue Computer Fund for a courtroom audio/video recording systems. In 2011 the Court purchased three audio/video recording systems from three different vendors; BIS Digital, Jefferson Audio Video Systems and Joloha. When those purchases were made two of the systems were purchased as sole source and the third was already here but upgraded to be comparable with the other two. They tested them all out and determined that the BIS system worked best with our computer system. The BIS system is the only that would play back both audio and visual recordings. The other two would only play back audio recordings so there is a difference in the software.
The court is installing courtroom recorders in all of the Judge's courtrooms. The audio/video recording will allow for; reduce storage demands by keeping files electronically instead of on paper; increase safety & security of court proceedings records as electronic files of court proceedings will be backed up off-site each evening; and reduce the demands on court reporters for day transcripts. These are a few of the benefits that would be provided by the recordings.
Business Information Systems, Inc. DBA BIS Digital contract compliance number is 592210686 expires 3/17/15.
FISCAL IMPACT: The funds would come from the 2013 Special Revenue Computer Fund.
Emergency legislation is requested to authorize the contract and the expenditure to permit the installation to begin immediately.
Title
To authorize and direct the Director of Finance and Management on behalf of the Administrative and Presiding Judge of the Franklin County Municipal Court to enter into contract with BIS Digital, Inc.; to authorize the expenditure of up to $199,997.00 with BIS Digital, Inc for the installation of courtroom audio/video recording systems; to waive competitive bidding requirements; and to declare an emergency. ($199,997.00)
Body
WHEREAS, the Court has determined that it is in its best interest to contract with BIS Digital, Inc; and
WHEREAS, $199,997.00 is needed to provide for the systems and installation; and
WHEREAS, the Administrative and Presiding Judge of the Franklin County Municipal Court recommends the vaiver of competitive bidding requirements of Chapter 329, Columbus City Code; and
WHEREAS, this ordinance is requested as an emergency to permit the timely procurement of needed equipment; and
WHEREAS, an emergency exists in the usual daily operation of the city, in that it is immediately necessary to enter into contract and authorize the expenditure for the systems and installation with BIS Digital, Inc 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 Administrative and Presiding Judge of the Franklin County Municipal Court be and is hereby authorized to enter into contract with BIS Digital, Inc for a courtroom audio/video recording systems and installation.
SECTION 2. That to pay the cost of the aforesaid contract, the expenditure of $199,997.00 or as much thereof as may be necessary, is hereby authorized from the Franklin County Municipal Court, department number 2501, Special fund, fund number 227 subfund 001, oca 250340, $155,674 object level 3 -2193; $20,468 object level 3 -3336; $23,855 object level 3 -3372
SECTION 3. That for the reasons state, the Columbus City Council finds it it in the best interest of the Franklin County Municipal Court Judges to waive all provisins of the Columbus City Codes related to competitive bidding.
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.