Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Finance and Management on behalf of Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to enter into the contract with PRIME AE Group, Inc., utilizing State Term Contract - ( STS) # 533272-3: expiration date 3/31/21, for the provision of the Hyland OnBase Unity Integration Toolkit and Production Document imaging licenses, maintenance, and professional services (“software”) for the Municipal Court imaging and e-filing system. The term of the contract is for one year.
The Unity Integration Toolkit software license will integrate the CourtView System with the Imaging System to display images through the online CourtView portal. Also, integration between these systems will benefit our e-filing initiative to allow easier access to imaged case file information online.”
The Production Document imaging licenses will provide integration between the new high volume scanners and the Imaging System allowing the batch processing of bar coded case files.
3SG Corporation a dealer of Hyland Software, Inc. installed and configured the Hyland OnBase software for the Franklin County Municipal Court’s imaging system. 3SG Corporation merged with PRIME AE Group, Inc. and is currently providing the Municipal Court Clerk’s Office with software maintenance services through the State of Ohio, State Term Schedule (STS) # 533272-3: expiration date 3/31/21. Ordinance 582-87 authorizes the City of Columbus to purchase from the cooperative purchasing contract.
Contracts:
Ordinance: 1036-2012; $20,756.11; EL012786
Ordinance: 1071-2013; $41,268.90; EL014339
Ordinance: 2116-2014; $24,947.82; EL016346
Contract: 2015; $11,901.07; PP0020647
Ordinance: 2768-2015; $44,131.68; FL006426
Ordinance: 2435-2016; $31,021.34; PO039226
Ordinance: 0700-2017; $55,555.46
Contract Compliance Number:
PRIME AE Group, Inc.: 26-0546656
Expiration date: 10/30/2017
Vendor # 002102
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 continuity of the E-Filing Project. Currently the Municipal Court Clerk is utilizing the Prime AE pilot license for the Unity Integration Toolkit in our training environment which expires on April 26, 2016. To ensure user access to e-filing portal images in our production environment, and also to ensure continuity of image access, a permanent Prime AE license is necessary.
Fiscal Impact: Funds totaling $35,243.10 are within the 2017 computer fund budget; funds totaling $10,639.82 are available within the Municipal Court Clerk Capital Improvement Fund; funds totaling $9,672.54 are available within the Special Income Tax Fund.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to enter into the contract with PRIME AE Group, Inc. for the provision of software licenses, maintenance and professional services for the Municipal Court imaging and e-filing system; to authorize an expenditure of $35,243.10 from the Municipal Court Clerk Computer Fund; to authorize the expenditure of $10,639.82 from the Municipal Court Clerk Capital Improvement Fund; to authorize the expenditure of $9,672.54 from the Special Income Tax Fund; and to declare an emergency. ($55,555.46)
Body
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to enter into the contract with PRIME AE Group, Inc. for Hyland OnBase software licenses, maintenance and professional services (“software”) for the Franklin County Municipal Court imaging and e-filing system; and
WHEREAS, the Unity Integration Toolkit software license will integrate the CourtView System with the Imaging System to display images through the online CourtView portal; and
WHEREAS, the Production Document imaging licenses will provide integration between the new high volume scanners and the Imaging System allowing the batch processing of bar coded case files; and
WHEREAS, the software purchase will be from the State of Ohio, State Term Schedule (STS) # 533272-3: expiration date 3/31/21; and
WHEREAS, the use of this Ohio Department of Administrative Services Cooperative Contract is authorized by Ordinance 582-87; and
WHEREAS, an emergency exists in the usual daily operations of the Municipal Court Clerk's Office in that it is immediately necessary to authorize the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk, to enter into the contract with PRIME AE Group, Inc.for the purchase of Hyland software for the imaging and e-filing 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 Department of Finance and Management, on behalf of the Municipal Court Clerk, be and is hereby authorized to enter into the contract with PRIME AE Group, Inc. for one year, for the provision of Hyland OnBase software licenses, maintenance and professional services for the Municipal Court Clerk’s Office in the amount of $55,555.46.
SECTION 2. That the expenditure of $35,243.10 or so much thereof as may be necessary is hereby authorized to be expended from Municipal Court Computer Fund 2227, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $10,639.82 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 expenditure of $9,672.54 or so much thereof as may be necessary is hereby authorized to be expended from Special Income Tax fund 4430, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. 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 7. That for reasons stated in the preamble hereto, where is hereby made a part hereof, this ordinance is hereby declared an emergency measure, which shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.