Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into an agreement with Matrix Pointe Software, LLC for the purchase and implementation of a case management system. The City Attorney Prosecutor's Office requires a case management system to automate processing and store information related to legal matters assigned to their office. The term of this agreement will be for eighteen (18) months from the date of a purchase order certified by the City Auditor, and is eligible for renewal for four (4) additional one year terms by mutual agreement and approval of proper city authorities. The cost to purchase and implement the system is $594,800.00, reflecting software license costs and professional services required to configure the system to meet the Prosecutor's Office needs. To assist the Prosecutor's Office with migrating existing information into the new system, the office expects a future modification to this agreement as additional professional services will be required. Ongoing software maintenance and support (not included in this initial agreement) will be available at $61,800.00 per year; and follow-up training (also not included) will be available at $175.00 per hour. This ordinance also contains an additional $75,200.00 in contingency funds for the office to use at a later date. The total cost associated with this ordinance is $670,000.00.
This ordinance will also authorize a waiver of competitive bidding, in accordance with relevant provisions of Chapter 329 of the Columbus City Code. The county Prosecutor's Office currently utilizes Matrix Pointe Software. Given the extensive need for information sharing between the city and county prosecutors, it is in the city's best interests to utilize the same computer system to automate information sharing between the City and County.
EMERGENCY:
There is an immediate need for the purchase and implementation of a case management system. The office requests emergency designation so as to avoid interruption in the performance of services necessary in the usual daily operation, and to facilitate contract execution and related payment for services.
FISCAL IMPACT:
Funding for this project is budgeted within the 2015 Capital Improvements Budget. The expenditure of Six Hundred Seventy Thousand Dollars ($670,000.00), or so much thereof as may be necessary, is hereby authorized to be expended from the Bond Fund-HR and City Attorney fund, fund number 757, project number 240101-100000, organizational cost account 757101, object level three 6649. There is currently available funds totaling ($600,000.00) within the Bond Fund-HR and City Attorney fund, and ($70,000.00) being authorized in this ordinance to be appropriated and transferred from the Special Income Tax Fund, for a total of $670,000.00.
CONTRACT COMPLIANCE:
Vendor Name: Matrix Pointe Software, LLC CC#: 27-0616884 Expiration Date: 10/28/2016
Title
To authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into an agreement with Matrix Pointe Software, LLC for the purchase and implementation of a case management system; to waive the competitive bidding provisions of the Columbus City Code; to authorize and direct the City Auditor to appropriate and transfer $70,000.00 from the Special Income Tax Fund to the Bond-HR and City Attorney Fund; to authorize the City Auditor to appropriate $70,000.00 within the Bond-HR and City Attorney Fund; to authorize the expenditure of $670,000.00 from the Bond Fund-HR and City Attorney Fund, Capital Improvement Bond Fund; and to declare an emergency. ($670,000.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into an agreement with Matrix Pointe Software, LLC for the purchase and implementation of a case management system. The initial cost to purchase and implement the system is quoted $594,800.00, this ordinance also contains $75,200.00 in contingency funds to be used at a later date for a total cost of $670,000.00; and
WHEREAS, the term of this agreement will be for eighteen (18) months from the date of a purchase order certified by the City Auditor, and can be renewed for four (4) additional one year terms by mutual agreement and approval of proper City authorities; and
WHEREAS, it is necessary to transfer funds from the Special Income Tax Fund to fund this project; and
WHEREAS, the city will reimburse the Special Income Tax Fund; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the aggregated principal amount of obligations which the city will issue to finance this project is presently expected not to exceed $70,000.00; and
WHEREAS, the city anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(c) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the project described in this ordinance (the "Project"); and
WHEREAS, this ordinance will also authorize a waiver of competitive bidding in accordance with relevant provisions of Chapter 329 of the Columbus City Code in order to enter into this contract because the County Prosecutor's Office currently utilizes Matrix Pointe Software and given the extensive need for information sharing between the City and County prosecutors, it is in the City's best interests to utilize the same computer system to automate information sharing between the City and County; and
WHEREAS, an emergency exists in the daily operation of the Columbus City Attorney's Office in that it is immediately necessary to authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into an agreement with Matrix Pointe Software, LLC for the purchase and implementation of a case management system, for the immediate preservation of the public health, peace, property and safety.
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology, on behalf of the Columbus City Attorney, be and is hereby authorized to enter into an agreement with Matrix Pointe Software, LLC for the purchase and implementation of a case management system. The cost to purchase and implement the system is $594,800.00, the term of this agreement will be for eighteen (18) months from the date of a purchase order certified by the City Auditor, and can be renewed for four (4) additional one year terms by mutual agreement and approval of proper City authorities. This ordinance contains $75,200.00 in contingency funds to be used at a later date.
SECTION 2: That the sum of $70,000.00 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 430, and from all the monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2015 to the City Auditor, Department 22-01, Object Level One 10, OCA code 902023, Object Level Three 5502.
SECTION 3. That the City Auditor is hereby authorized to transfer and appropriate said funds in SECTION 2 to the Bond Fund HR and City Attorney Fund, Fund 757 as follows:
Dept./Div.: 24-01|Fund: 757|Project Name: Bond Fund HR and City Attorney Fund|Project Number: 240101-100000|OCA Code: 757101 |Obj. Level 1: 06 |Obj. Level 3: 6649|Amount: $70,000.00|
SECTION 4: That the monies appropriated in the foregoing Section 3 shall be paid upon order of the City Attorney and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 5: That upon obtaining other funds for this project for the City Attorney Office, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 3.
SECTION 6: That the city intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the city reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the city in a principal amount currently estimated to be $70,000.00 (the "Obligations").
The city intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse the fund from which the advance for costs of the Project will be made.
SECTION 7: That the expenditure of $670,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Bond Fund-HR and City Attorney fund as follows:
Dept./Div.: 24-01|Fund: 757|Project Name: Bond Fund HR and City Attorney Fund|Project Number: 240101-100000|OCA Code: 757101 |Carryover| Obj. Level 1: 06 |Obj. Level 3: 6649|Amount: $594,800.00
Dept./Div.: 24-01|Fund: 757|Project Name: Bond Fund HR and City Attorney Fund|Project Number: 240101-100000|OCA Code: 757101 |Carryover| Obj. Level 1: 06 |Obj. Level 3: 6649|Amount: $5,200.00|{Contingency funds}|
Dept./Div.: 24-01|Fund: 757|Project Name: Bond Fund HR and City Attorney Fund|Project Number: 240101-100000|OCA Code: 757101 |Obj. Level 1: 06 |Obj. Level 3: 6649|Amount: $70,000.00| {Contingency funds}|
SECTION 8: 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 9: 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 10: 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 11: This Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of City Code to enter into this contract.
SECTION 12: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.