Explanation
BACKGROUND:
This legislation authorizes the City Auditor to transfer $44,131.68 within the 2015 computer fund budget; authorizes the Director of the Department of Finance and Management on behalf of Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to enter into a contract with PRIME AE Group, Inc. for the provision of a Hyland OnBase automated redaction software ($16,120.90) and maintenance services ($28,010.78), totaling $44,131.68 for the Franklin County Municipal Court case imaging system.
The imaging system converts the existing court documents into electronic images necessary to optimize storage space and reduce future storage costs, while providing for more efficient access to court document information.
The automated redaction software will detect confidential information and securely redact on imaged documents. This will assist in ensuring that all documents filed may be accessed and viewed by all interested parties.
3SG Corporation a dealer of Hyland Software, Inc. installed and configured the Hyland OnBase software for the Franklin County Municipal Court’s imaging system. 3SG Corporation merged with PRIME AE Group, Inc. and is currently providing the Municipal Court Clerk’s Office with software maintenance services through the State of Ohio, State Term Schedule (STS) # 533272-3: expiration date 3/31/17.
Ordinance 582-87 authorizes the City of Columbus to purchase from the cooperative purchasing contract.
Contracts:
Ordinance: 1036-2012; $20,756.11; EL012786
Ordinance: 1071-2013; $41,268.90; EL014339
Ordinance: 2116-2014; $24,947.82; EL016346
Contract: PP002064; 2015; $11,901.07.
Ordinance: 2727-2015; $44,131.68
Contract Compliance Number:
PRIME AE Group, Inc.: 26-0546656
Expiration date: 10/30/2017
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 for the continuity of the software maintenance services and for installation of the automated redaction software.
Fiscal Impact: Funds totaling $44,131.68 are within the 2015 computer fund budget.
Title
To authorize the City Auditor to transfer $44,131.68 within the computer fund budget, to authorize the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to enter into a contract with PRIME AE Group, Inc. for the provision of software and maintenance services for the Franklin County Municipal Court; to authorize an expenditure of $44,131.68 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($44,131.68)
Body
WHEREAS, it is necessary to transfer funds within the Municipal Court Clerk computer fund to provide sufficient funding for the provision of software and maintenance services; and
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to enter into contract with PRIME AE Group, Inc. for Hyland OnBase software, and maintenance services for the Franklin County Municipal Court imaging system; and
WHEREAS, an emergency exists in the usual daily operations of the Municipal Court Clerk's Office in that it is immediately necessary to authorize the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to enter into a contract with PRIME AE Group, Inc. for the continuity of Hyland OnBase software, and maintenance for the imaging system; 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 City Auditor is hereby authorized to transfer $44,131.68 within the computer fund budget as follows:
Transfer $44,131.68 from:
Fund 227 / Department 26-01 / OCA 260208 / Object Level 1 - 01 / Object Level - 1101 /
Transfer $16,120.90 to:
Fund 227 / Department 26-01 / OCA 260208 / Object Level 1 -03 / Object Level 3 - 3358 /
Transfer $28,010.78 to:
Fund 227 / Department 26-01 / OCA 260208 / Object Level 1- 03 / Object Level 3 - 3369 /
SECTION 2. That the Department of Finance and Management, on behalf of the Municipal Court Clerk, be and is hereby authorized to enter into a contract with PRIME AE Group, Inc. for one year for the provision of Hyland OnBase software and maintenance services for the Municipal Court Clerk’s Office in the amount of $44,131.68.
SECTION 3. That the expenditure of $16,120.90 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk Computer Fund, organization 2601, fund 227, oca 260208, object level 1 - 03, object level 3 - 3358.
SECTION 4. That the expenditure of $28,010.78 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk computer fund, organization 26-01, fund 227, oca 260208, object level 1 - 03, object level 3 - 3369
SECTION 5. 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 6. That for reasons stated in the preamble hereto, where is hereby made a part hereof, this ordinance is hereby declared an emergency measure, which shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.