Explanation
Background:
Ordinance 0422-2012 authorized the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to enter into a thirty-six (36) month contract with four (4) consecutive twelve (12) month renewal options with CourtView Justice Solutions, Inc. ("CJS") for the purchase of maintenance, support, professional and optional services for the Franklin County Municipal Court case management system.
This legislation authorizes the Municipal Court Clerk to modify the contract for the purchase of software licenses, maintenance and support, and professional services for electronic filing ("E-Filing system").
E-Filing is a comprehensive system that incorporates a web based court document filing solution, a document imaging solution, an electronic document management system with workflow capability, and a case management system.
The E-Filing system will provide a web-based interface for various agencies (Franklin County Municipal Court, Franklin County Sheriff, Franklin County Public Defender, Columbus City Attorney, Columbus Police Department, etc.) and other users.
The Municipal Court Clerk and Court operates in a high volume, paper intensive environment. The nature of this environment requires the physical creation, transport, review, storage and retention of court records in a manner requiring single user interface with original documents at a given time. The E-Filing system will eliminate or reduce the need for producing and/or retaining volumes of paper documents; improve productivity; relieve manpower shortage; provide for more efficient access to case management; reduce storage space and improve case file security and confidentiality.
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 and support services. The case management system is proprietary in nature. As such, the original contract was 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; $154,697.00
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 DESIGNATION: Emergency legislation is requested to modify the contract for the E-Filing system for uninterrupted daily operations of the Franklin County Municipal Court.
Fiscal Impact:
Funds are available within the Municipal Court Clerk Capital Improvement Fund.
Title
To authorize the Municipal Court Clerk to modify the contract with CourtView Justice Solution, Inc. for the Electronic Filing system; to authorize the expenditure of $154,697.00 from the Municipal Court Clerk Capital Improvement fund; and to declare an emergency ($154,697.00).
Body
WHEREAS, E-Filing is a comprehensive system that incorporates a web based court document filing solution, a document imaging solution, an electronic document management system with workflow capability, and a case management system; and
WHEREAS, E-Filing system will provide a web-based interface for various agencies (Franklin County Municipal Court, Franklin County Sheriff, Franklin County Public Defender, Columbus City Attorney, Columbus Police Department, etc.) and other users
WHEREAS, it is necessary for the Municipal Court Clerk to modify the contract with CJS the purchase of an E-Filing system; and
WHEREAS, E-Filing system will eliminate or reduce the need for producing and /or retaining volumes of paper documents; improve productivity; relieve manpower shortage; provide for more efficient access to case management; reduce storage space and improve case file security and confidentiality; and
WHEREAS, the original agreement was established in accordance with the sole source provisions of the Columbus City Code, Section 329.07; 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 E-Filing system for uninterrupted operations of the Municipal Court, 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 E- Filing system.
SECTION 2. That the expenditure of $154,697.00 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk Capital Improvement fund, department 26-01, fund 780, project 780001-100005, oca 780105, object level 1 - 06, object level 3 - 6655.
SECTION 3. 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 4. 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 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 this modification is in accordance with the Columbus City Code, Chapter 329.
SECTION 7. 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.