City of Columbus - File #: 1059-2010

• File #: 1059-2010
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 6/30/2010
• In control: Judiciary And Court Administration Committee
• On agenda: 7/19/2010
• Final action: 7/21/2010
• Title: To authorize and direct the City Auditor to transfer $9,209.38 from the Special Income Tax Fund to the Municipal Court Clerk Capital Improvement Fund; to authorize the Municipal Court Clerk to enter into a contract with TDS Document Management, LTD for the provision of shredding services; to authorize the expenditure of $9,209.38 from the Municipal Court Clerk Capital Improvement Fund; and to declare an emergency. ($9,209.38)

Date	Ver.	Action By	Action	Result
7/21/2010	1	MAYOR	Signed
7/21/2010	1	CITY CLERK	Attest
7/19/2010	1	Columbus City Council	Approved	Pass
7/19/2010	1	COUNCIL PRESIDENT	Signed
7/9/2010	1	MuniCrtClerk Drafter	Sent for Approval
7/9/2010	1	Auditor Reviewer	Reviewed and Approved
7/9/2010	1	CITY AUDITOR	Reviewed and Approved
7/9/2010	1	MuniCrtClerk Drafter	Sent for Approval
7/9/2010	1	CITY ATTORNEY	Reviewed and Approved
7/9/2010	1	MuniCrtClerk Drafter	Sent to Clerk's Office for Council
7/8/2010	1	EBOCO Reviewer	Sent for Approval
7/8/2010	1	ODI DIRECTOR	Reviewed and Approved
7/7/2010	1	Finance Reviewer	Reviewed and Approved
7/7/2010	1	Finance Reviewer	Reviewed and Approved
7/7/2010	1	FINANCE DIRECTOR	Reviewed and Approved
7/7/2010	1	MuniCrtClerk Drafter	Sent for Approval
7/6/2010	1	MuniCrtClerk Drafter	Sent for Approval
7/6/2010	1	MUNICRTCLERK DIRECTOR	Reviewed and Approved
7/6/2010	1	MuniCrtClerk Drafter	Sent for Approval

Explanation

Background: The Franklin County Municipal Court, Clerk of Court (herein referred to as "Municipal Court Clerk") has an immediate need to enter into various contracts 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 conversion system will optimize storage space, reduce future storage costs and provide efficient access to court document information.

This ordinance authorizes the Municipal Court Clerk to enter into a contract with TDS Document Management, LTD for the provision of shredding services needed for the conversion of court documents into electronic images.

Bid Information:
An informal bidding process for the shredding services was conducted in accordance with Chapter 329, Columbus City Codes. The shredding services were solicited through SO034686. The Municipal Court Clerk awarded the bid to TDS Document Management LTD, the lowest responsive, and responsible and best bidder.

Contract Compliance Numbers: 68-0488629
Expiration Date: 2/17/2012

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 $9,209.38 will be transferred from the special income tax fund to the Municipal Court Clerk Capital Improvement Fund, and be repaid once bond proceeds are available.

Title

To authorize and direc...