Explanation
Background: This legislation authorizes the Franklin County Municipal Court Clerk (hereinafter "Municipal Court Clerk") to modify and extend the existing contract with Voicecast Systems, Inc., dba InTouch Connections, for four (4) months. The additional time is needed to evaluate the Short Message Service Reminder Notification’s Pilot Project (hereinafter SMS). The existing contract ends December 31, 2019.
The SMS provides defendants with an automated courtesy text reminder of their scheduled court appearance. In Franklin County Municipal Court, there are an overabundance of individuals who fail to appear for court; resulting in the issuance of order-ins and warrants. Most warrants issued are for low level misdemeanors, creating a clog in the system, and increasing workloads for all justice system partners.
Studies suggest that using the SMS improves court appearance rates of defendants and reduce community and operational court costs associated with failure to appear. In addition, defendants may spend less time in jail.
Bid Information:
In 2018 a formal bidding process was solicited through RFQ009912. A total of two vendors submitted proposals. The proposals were reviewed by a committee and evaluated in accordance with the committee's criteria. Voicecast Systems Inc. achieved the highest score. In agreement with the committee, the Municipal Court Clerk awarded the bid to Voicecast Systems, Inc.
Contract:
Original Contract Number: PO167980; nine month contract.
Contract Compliance Number: 36-4480537
Expiration Date: 1/15/2021
Vendor#: 025677
Modification:
Amount of additional funds to be expended under this contract modification: $14,000.00
Amount of original contract PO167980 ( JAG Grant Fund) $25,002.00
Total amount of modification and Grant Funds: $39,002.00
Reason additional goods and services could not be foreseen:
The need of this modification is to allow additional time is to evaluate the SMS Pilot Project. The existing contract PO167980 and JAG Grant Funds provided by Franklin County and the City of Columbus end December 31, 2019.
Reason other procurement processes are not used:
During the formal bidding process (RFQ009912), only two vendors responded. Voicecast Systems was the only vendor who met all the committee’s criteria. The Clerk determined it would be cost-effective to continue using Voicecast Systems, Inc. because the initial set up costs would not be incurred a second time.
How cost of modification was determined:
There will be a $14,000.00 extension to continue the SMS through April 2020. Additional grant funds from Franklin County and the City of Columbus have been requested to continue the project through December 31, 2020. The cost, terms and conditions will remain the same.
Fiscal Impact: The original contract was funded by JAG Grant Funds totaling $25,002.00 for a nine month contract; funds totaling $14,000.00 are available within the Municipal Court Clerk’s 2019 Computer Fund budget.
Emergency: Emergency legislation is requested for the continuity of the SMS.
Title
To authorize and direct the Municipal Court Clerk to modify the contract with Voicecast Systems, Inc. for the Short Message Service; to authorize the expenditure of $14,000.00 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($14,000.00)
Body
WHEREAS, the Municipal Court Clerk's Office has a need to modify and extend the existing contract with Voicecast Systems, Inc. for the provision of the Short Message Service Reminder Notification’s Pilot Project (SMS) for four (4) months; and
WHEREAS, additional time is needed to evaluate the SMS; 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 such contract modification in order to maintain continuity of the SMS for the preservation of the public peace, health, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Municipal Court Clerk is authorized and directed to modify and extend the existing contract for four (4) months with Voicecast Systems, Inc. for the continuity of the SMS for the Municipal Court Clerk's Office.
SECTION 2. That the expenditure of $14,000.00 or so much thereof as may be necessary, is hereby authorized in Fund 2227 (Computer Fund), Dept-Div 2601 (Municipal Court Clerk), Object Class 03 (contractual services), per the accounting codes in the attachment to this ordinance.
SECTION 3. That the funds are hereby deemed appropriated and expenditures authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be 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.