City of Columbus - File #: 0832-2010

• File #: 0832-2010
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/27/2010
• In control: Judiciary And Court Administration Committee
• On agenda: 6/21/2010
• Final action: 6/23/2010
• Title: To authorize and direct the City Auditor to transfer $16,258.00 from the Special Income Tax Fund to the Municipal Court Clerk Capital Improvement Fund; to authorize the Director of the Department of Finance and Management on behalf of the Municipal Court Clerk to enter into a contract with HMB Information System Developers for the purchase of a scanner; to authorize the expenditure of $16,258.00 from the Municipal Court Clerk Capital Improvement Fund; and to declare an emergency. ($16,258.00)

Date	Ver.	Action By	Action	Result
6/23/2010	1	CITY CLERK	Attest
6/22/2010	1	MAYOR	Signed
6/21/2010	1	Columbus City Council	Approved	Pass
6/21/2010	1	COUNCIL PRESIDENT PRO-TEM	Signed
6/4/2010	1	Auditor Reviewer	Reviewed and Approved
6/4/2010	1	CITY AUDITOR	Reviewed and Approved
6/4/2010	1	MuniCrtClerk Drafter	Sent for Approval
6/4/2010	1	CITY ATTORNEY	Reviewed and Approved
6/4/2010	1	MuniCrtClerk Drafter	Sent to Clerk's Office for Council
6/3/2010	1	ODI DIRECTOR	Reviewed and Approved
6/3/2010	1	MuniCrtClerk Drafter	Sent for Approval
6/2/2010	1	FINANCE DIRECTOR	Reviewed and Approved
6/2/2010	1	MuniCrtClerk Drafter	Sent for Approval
6/2/2010	1	EBOCO Reviewer	Sent for Approval
6/1/2010	1	Finance Reviewer	Reviewed and Approved
6/1/2010	1	Finance Reviewer	Reviewed and Approved
5/28/2010	1	MuniCrtClerk Drafter	Sent for Approval
5/27/2010	1	MUNICRTCLERK DIRECTOR	Reviewed and Approved

Explanation

Background: The Franklin County Municipal Court, Clerk of Court (herein referred to as "Municipal Court Clerk") has an immediate need to enter into contract(s) for the conversion of existing court documents into electronic images and the implementation of a day forward document conversion system. Currently, the storage space in the Clerk's Office is inadequate to house the volume of court documents. Further, any documents stored in non-designated areas must be removed to comply with the Department of Public Safety, Division of Fire Codes.

The imaging services and conversion system will optimize storage space, reduce future storage costs and provide efficient access to court document information.

This ordinance authorizes the Director of the Department of Finance and Management on behalf of the Municipal Court Clerk to enter into a contract with HMB Information System Developers to purchase a Fujitsu scanner for the conversion of court documents into electronic images.

Bid Information:
An informal bidding process for the scanner was conducted in accordance with Chapter 329, Columbus City Codes. The scanner was solicited through SO034383. The Municipal Court Clerk awarded the bid to HMB Information System Developers, the lowest responsive, and responsible and best bidder.

Contract Compliance Numbers:
HMB Information System Developers: 31-1410213, expiration date 1/30/2011

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 action is requested so that the project may be undertaken as quickly as possible due to unavailability of storage space for the Municipal Court documents.

Fiscal Impact: Funds in the amount of $16,258.00 will be transferred from the special income tax fund to the Municipal Court Clerk Capital Improvement ...