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File #: 0233-2017    Version: 1
Type: Ordinance Status: Passed
File created: 1/25/2017 In control: Judiciary And Court Administration Committee
On agenda: 3/13/2017 Final action: 3/16/2017
Title: To authorize the Municipal Court Clerk to enter into a contract with Central Business Equipment Co., dba Patterson Pope, Inc., for the purchase of a file system upgrade in accordance with the sole source provisions of Columbus City Codes; to authorize the expenditure of $46,110.66 from the Municipal Court Clerk Capital Improvement Fund; and to declare an emergency. ($46,110.66)
Attachments: 1. Central Business Quote, 2. Spacesaver Letter, 3. SoleSource, 4. Ordinance 0233-2017
Explanation

Background: This legislation authorizes the Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to enter into a contract with Central Business Equipment Co. dba Patterson Pope, Inc. for the purchase of a Spacesaver high density file system upgrade (“file system upgrade”) for the Municipal Court Clerk’s case files; authorizes an expenditure of $46,110.66, in accordance with the sole source provisions of Columbus City Codes.
The system houses the paper files and documents that are necessary to bridge the transition period from paper files to electronic files, as well as our current filing storage needs. The file system upgrade will provide more efficient access to court documents.
The Municipal Court Clerk’s Spacesaver system is obsolete and may no longer be maintained and supported after March 2017. The file system upgrade is a more cost effective solution. The projected cost of new Spacesaver file system is $200,000.
Bid Information:
Pricing was negotiated between Central Business Equipment Co. and the Municipal Court Clerk. Discounts were received for the system.
Central Business Equipment Co., dba Patterson Pope, Inc. is the only certified and authorized distributor for sales, applications, installation, service and warranty of Spacesaver products and services in the state of Ohio and other areas. As such this legislation is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.

EMERGENCY DESIGNATION:
Emergency legislation is requested for the continuity of the filing system for the Franklin County Municipal Court.

Fiscal Impact:
Funds totaling $46,110.66 are available within the Municipal Court Clerk Capital Improvement Fund.
Contract Compliance Number: 31-0875228
Expiration Date: 12/24/17
DAX Vendor Number: 004415

The company is not debarred according to the excluded party listing system of the Federal Government or prohibited from being awarded a contract accordin...

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