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File #: 0457-2017    Version: 1
Type: Ordinance Status: Passed
File created: 2/15/2017 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 modify the contract with CourtView Justice Solution, Inc. for the purchase of software services in accordance with the sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $16,075.00 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($16,075.00)
Attachments: 1. CourtView Sole Source Letter, 2. CourtView Quote Adapter, 3. Ordinance 0457-2017, 4. 2017CourtViewSoleSourceForm

Explanation

 

Background: This legislation authorizes the Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to modify the existing contract with CourtView Justice Solutions, Inc. (“CJS”) for the following services: ECMS Adapter License ($10,000.00), software maintenance ($3,300.00) and professional services ($2,775.00) (“software services”), totaling $16,075.00 for the Franklin County Municipal Court Case Management System and Electronic Filing (“E-Filing”) of documents.

 

The functionality of the image adapter is to integrate the Courtview System with the Imaging System to display images through the online public portal.  Also, the integration between the systems will eliminate redundant data entry by the Deputy Clerks.

 

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, in accordance with the sole source procurement provisions of the Columbus City Codes. 

 

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; PO048004; $233,166.25 

Ordinance: 0457-2017; $16,075.00;                

 

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 services for the continuity for the Franklin County Municipal Court Case Management System and Electronic Filing (“E-Filing”) of documents. 

 

Fiscal Impact:  Funds totaling $16,075.00 are available within the Municipal Court Clerk’s Computer Fund Budget. 

 

Title

 

To authorize the Municipal Court Clerk to modify the contract with CourtView Justice Solution, Inc. for the purchase of software services in accordance with the sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $16,075.00 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($16,075.00)

Body

 

WHEREAS, it is necessary for the Municipal Court Clerk to modify the contract with CourtView Justice Solutions, Inc. (CJS) for software services for the Franklin County Municipal Court Case Management System and the Electronic Filing (“E-Filing”) of documents; and  

 

WHEREAS, the software services will integrate the Courtview System with the Imaging System to display images through the online public portal; 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 services for the Franklin County Municipal Court Case Management System and the E-Filing of documents, 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 the contract with CourtView Justice Solutions, Inc. (CJS) for software services for the Franklin County Municipal Court Case Management System and the E-Filing of documents.

 

SECTION 2.  That the expenditure of $16,075.00 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 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 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.