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., for the provision of a law enforcement specific-secure electronic-filing portal with user-friendly informational screens (“E-Filing Portal”).
The E-Filing Portal will provide law enforcement an opportunity to electronically file, track and access search warrants and investigative subpoenas in real-time, while successfully maintaining social distancing.
The Municipal Court Clerk was awarded a grant from the Franklin County Office of Justice Policy and Programs in the amount of $83,135.00 to fund the E-Filing Portal project.
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 CourtView 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; PO0204000; PO0204037
Ordinance: 1002-2020: $83,135.00; Modification
Total Amount: $465,430.50
Modification:
1. Amount of additional funds to be expended under this contract modification: $83,135.00.
2. Reason additional goods and services could not be foreseen: the new portal will provide law enforcement an opportunity to electronically file, track and access search warrants and investigative subpoenas in real-time, while successfully maintaining social distancing.
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 Portal for the Municipal Court.
Fiscal Impact: Funds totaling $83,135.00 will be expended from the General Government Grant Fund; pending the passage of Legislation 1372-2020.
Title
To authorize the Municipal Court Clerk to enter into the contract with CourtView Justice Solution, Inc. for the provision of the E-File Portal, in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $83,135.00 from the Municipal Court Clerk Government Grant Fund; and to declare an emergency. ($83,135.00)
Body
WHEREAS, it is in the city's best interest that the Municipal Court Clerk receive support for the E-Filing Portal, and
WHEREAS, the E-Filing Portal will provide law enforcement an opportunity to electronically file, track and access search warrants and investigative subpoenas in real-time, while successfully maintaining social distancing; and
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-Filing Portal 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 Municipal Court Clerk be and is hereby authorized to enter into a contract with CourtView Justice Solutions, Inc. for the provision of an E-Filing Portal in accordance with the sole source provisions of the Columbus City Code.
SECTION 2. That the expenditure of $83,135.00 or so much thereof as may be necessary, is hereby authorized in Fund 2220, General Government Grant Fund; Dept-Div 2601, Municipal Court Clerk; Object Class 03, contractual services, per the accounting codes in the attachment to this ordinance upon executed agreement.
SECTION 3. 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 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.