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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The Municipal Court Clerk’s Spacesaver system is obsolete and may no longer be maintained and supported after March 2017.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 according to the Auditor of State unresolved finding for recovery certified search.

 

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)

 

Body

WHEREAS,  it is necessary for the Municipal Court Clerk to enter into contract with Central Business Equipment Co., dba Patterson Pope, Inc. for  the purchase of a  Spacesaver file system upgrade;  and 

 

WHEREAS, the file system upgrade will provide for a more cost effective and efficient access to court documents; and

 

WHEREAS, since Central Business Equipment Co., dba Patterson Pope, Inc., is the only certified and authorized distributor of Spacesaver products and services in Ohio, this contract is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329; 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 Clerk to enter into contract with Central Business Equipment Co., dba Patterson Pope, Inc., for the purchase of a file system upgrade, 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 Municipal Court Clerk be and is hereby authorized to enter into a contract with Central Business Equipment Co., dba Patterson Pope, Inc., for the purchase of a file system upgrade, pursuant to the sole source provisions of City Code Chapter 329.

 

SECTION 2. That the expenditure of $41,110.66 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.