Explanation
Background:
This legislation authorizes the Director of the Department of Finance and Management on behalf of the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to enter into contract with Harris, Mackessy & Brennan, Inc. (HMB) in the amount of $24,702.33 for the purchase of three (3) heavy volume production scanners to replace the obsolete scanners, for the electronic filing (“e-filing”) system.
The e-filing system incorporates a web based court document filing solution, an electronic document management system with workflow capability and a case management system. The computer equipment is necessary to ensure that all citizens have access to e-filed court documents, and that they also benefit from the efficiencies created by e-filing, regardless to their capability to file electronically.
Bid Information:
The purchase will be from the State of Ohio, State Term Schedule (STS): Harris, Mackessy & Brennan, Inc. (HMB); State Term Schedule #534407; expiration date 10/10/2021. The vendor discounted the price of the scanners. In addition, ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contract.
EMERGENCY DESIGNATION:
Emergency legislation is requested for the continuity of the e-filing system at the Franklin County Municipal Court.
Fiscal Impact:
Funds totaling $24,702.33 are available within the Municipal Court Clerk Capital Improvement Fund.
Contract Compliance: 31-1410213
Expiration Date: 9/1/2018
DAX Vendor Number: 005291
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.
Title
To authorize the Director of the Department of Finance and Management on behalf of the Municipal Court Clerk to enter into a contract with Harris, Mackessy & Brennan, Inc. for the purchase of scanners; to authorize the expenditure of $24,702.33 from the Municipal Court Clerk Capital Improvement Fund; and to declare an emergency.($24,702.33)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to establish a contract with Harris, Mackessy & Brennan, Inc. for the purchase scanners for the e-filing system; and
WHEREAS, the e-filing system provides for more efficient access to court document information; and
WHEREAS, an emergency exists in the usual and daily operation of the Franklin County Municipal Court in that it is immediately necessary to authorize the Director of the Department of Finance and Management to establish a contract with Harris, Mackessy & Brennan, Inc. to purchase scanners, for the preservation of 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 Director of the Department of Finance and Management be and hereby is authorized to enter into a contract with Harris, Mackessy & Brennan, Inc. on behalf of the Municipal Court Clerk in the amount of $24,702.33 for the purchase of scanners for the e-filing system.
SECTION 2. That the expenditure of $24,702.33 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk Capital Improvement fund 7780, per the accounting codes in the attachment to this ordinance.
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 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.