Explanation
Background: This legislation authorizes the Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to enter into a contract with CourtView Justice Solutions, Inc. (“CJS”) for the following services; for the purchase of software maintenance and support services for the last nine (9) months of the third contract renewal option year in the amount of $202,166.25; for professional services to convert Word Perfect forms into Microsoft Word forms in the amount of $31,000.00: totaling $233,166.25 for the Franklin County Municipal Court Case Management System and Electronic Filing (“E-Filing”) of documents.
The conversion of Word Perfect documents to Microsoft Word will provide the ability to auto generate documents into an electronic format which will subsequently be employed in an E-Filing workflow solution which will result in significant efficiency benefits.
Ordinance 0422-2012 authorized Municipal Court Clerk to enter into a thirty-six (36) month contract with four (4) consecutive twelve (12) month renewal options with CJS for the purchase of maintenance, support, professional and optional services for the Franklin County Municipal Court Case Management System.
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 maintenance and support services. The case management system is proprietary in nature. As such this legislation is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
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; EL015990; $154,697.00
Ordinance: 2489-2014; EL016363; $76,802.00
Ordinance: 0574-2015; EL016767; $214,380.00
Ordinance: 1351-2015; EL016929; $4,300.00
Ordinance: 2685-2015; EL017650; $81,567.50
Ordinance: 0348-2016; PO003581; $198,202.50
Ordinance: 2460-2016; PO031412; $67,388.75
Ordinance: 0201-2017; $233,166.25
Contract Compliance Number: 46-0521050
Expiration Date: 10/28/2017
DAX Vendor Number: 008460
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 legislation is requested for the purchase of software maintenance and support, and professional services for the continuity of the case management system for the Franklin County Municipal Court.
Fiscal Impact: Funds totaling $202,166.25 are available within the Municipal Court Clerk’s Computer Fund Budget; funds totaling $31,000.00 are available within the Municipal Court Clerk Capital Improvement Fund: totaling $233,166.25.
Title
To authorize the Municipal Court Clerk to modify the contract with CourtView Justice Solution, Inc. for the purchase of software maintenance and support, and professional services; to authorize the expenditure of $202,166.25 from the Municipal Court Clerk Computer Fund; to authorize the expenditure of $31,000.00 from the Municipal Court Clerk Capital Improvement Fund; and to declare an emergency.($233,166.25)
Body
WHEREAS, it is necessary for the Municipal Court Clerk to modify a contract with CourtView Justice Solutions, Inc. (CJS) for the last nine (9) months of the third contract renewal option year for the purchase of software maintenance and support, and professional services for the Franklin County Municipal Court Case Management System; and
WHEREAS, the professional services for the conversion of Word Perfect documents to Microsoft Word will subsequently be employed in an E-Filing workflow solution; and
WHEREAS, this agreement was originally established in accordance with the sole source provisions of the Columbus City Code, Chapter 329; 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 purchase of software maintenance and support services, and professional services for the Franklin County Municipal Court Case Management 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 Municipal Court Clerk be and is hereby authorized to modify a contract with CourtView Justice Solutions, Inc. (CJS) for the last nine (9) months of the third contract renewal option year for the purchase of software maintenance and support, and professional services for the Franklin County Municipal Court Case Management System in the amount of $233,166.25.
SECTION 2. That the expenditure of $202,166.25 or so much thereof as may be necessary, is hereby authorized from department 2601, Computer Fund, Object Class 03 Contractual Services, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $31,000.00 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 4. 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 5. 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 6. 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.