Explanation
Background:
This legislation amends the 2019 Capital Improvement Budget; authorizes the Franklin County Municipal Court, Clerk of Court (“Municipal Court Clerk”) to modify the existing contract with CourtView Justice Solutions, Inc., for the provision of enhancing the E-Filing System; thereby, automating the calculation of the certified mail service fees (hereinafter E-File System enhancement) in accordance with the court fee structure for the Franklin County Municipal Court Case Management system (hereinafter Municipal Court Case Management System).
Ordinance 1068-2019 authorized the Municipal Court Clerk to enter into a fifty-four (54) month contract with one (1) twelve (12) month renewal option with CourtView Justice Solutions, Inc., d/b/a Equivant (CourtView Justice Solution, Inc.) for the purchase of maintenance, support, and professional services for the Municipal Court Case Management System.
Bid Information:
Pricing was negotiated with CourtView Justice Solutions, Inc.
CourtView Justice Solutions, Inc. is the sole source supplier of Court View software, maintenance and support services. The Municipal Court Case Management System is proprietary in nature; therefore, this legislation is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
Contract Compliance Number: 46-0521050
Expiration Date: 4/24/2021
Vendor Number: 008460
Contracts:
Ordinance: 1068-2019: $113,003.50; PO173301
Ordinance: 2298-2019: $232,788.00; PO195720
Ordinance: 2909-2019: $36,504.00; Modification
Total Amount: 382,295.50
Modification:
1. Amount of additional funds to be expended under this contract modification: $36,504.00
2. Reason additional goods and services could not be foreseen:
The need for this modification is to automate the calculation of the certified mail fees. The court does not charge the filer for the first 3 certified mailers and the CourtView product doesn’t have this functionality so an enhancement is required. This will allow the system to be configured using the e-filing to allow the 1st three mailers to be free and only charging the filer for the fourth mailer and beyond for that filing.
3. Reason other procurement processes are not used: Sole Source.
4. How cost of modification was determined: Quote - costs were negotiated.
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 to expedite the E-Filing System enhancement for the Municipal Court.
Fiscal Impact: Funds totaling $29,167.30 are available within the Municipal Court Clerk Capital Improvement Fund; funds totaling $7,336.70 are available within the Municipal Court Clerk 2019 Computer Fund budget.
Title
To amend the 2019 Capital Improvement Budget; to authorize the Municipal Court Clerk to enter into the contract with CourtView Justice Solution, Inc. for the provision of the E-File System enhancement for calculating the certified mail fees, in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $29,167.30 from the Municipal Court Clerk Capital Improvement funds; to authorize the expenditure of $7,336.70 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($36,504.00)
Body
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget, and
WHEREAS, it is necessary for the Municipal Court Clerk to enter into contract with CourtView Justice Solutions, Inc. for the provision of the E-File System enhancement for the Municipal Court Case Management System; and
WHEREAS, it is necessary to automate the calculation of the certified mail service fees in accordance with the courts fee structure for the Municipal Court
WHEREAS, this agreement 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 daily operation of the Municipal Court Clerk’s Office in that it is immediately necessary to enter into the contract with CourtView Justice Solutions, Inc. for the provision of the E-File System enhancement for the Municipal Court Case Management 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 2019 Capital Improvement Budget is hereby amended as follows:
Project No. | Project Name | Revised Authority | Remaining Authority | Change
P780001-100005 | Unallocated Balance | $7,798.00.00 | $29,168.00 | (21,370.00)
SECTION 2. That the Municipal Court Clerk be and is hereby authorized to enter into a contract with CourtView Justice Solutions, Inc. for the provision of the E-File System enhancement.
SECTION 3. That the expenditure sum of $29,167.30 or so much as may be needed, be and hereby is authorized in Fund 7780 (Municipal Court Clerk Capital Improvement Fund), Department-Division 2601 (Municipal Court Clerk), in Object Class 06 (Capital Outlay), Project P780001-100005, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $7,336.70 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 5. 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 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. 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 8. 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.