Explanation
Background:
Ordinance 1068-2019 authorized the Franklin County Municipal Court, Clerk of Court (“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 software maintenance, support, and professional services for the Franklin County Municipal Court Case Management System.
This legislation authorizes the Municipal Court Clerk to enter into the next twelve months of a fifty-four (54) month contract with CourtView Justice Solutions, Inc., for the purchase of software maintenance and support services ($239,773.00), and to modify the contract for the purchase of additional professional services to convert Word Perfect forms into Microsoft Word forms ($13,338.00) and to purchase of an electronic-filing portal (“E-Filing Portal) ($19,814.00) license and services, totaling: $272,925.00 for the Franklin County Municipal Court Case Management System and Electronic Filing (“E-Filing”) of documents.
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 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; PO204000 & PO204037
Ordinance: 1002-2020: $83,135.00; PO244318
Ordinance: 2143-2020: $272,925.00
Total Amount: $738,355.50
Modification:
1. Amount of additional funds to be expended under this contract modification: $272,925.00
2. Reason additional goods and services could not be foreseen:
The complexity of the conversion of Word Perfect documents to Microsoft Word was unforeseen. The conversion will provide the ability to auto generate documents into an electronic format which will subsequently be employed in an E-Filing workflow solution which will result in significant efficiency benefits.
The E-Filing Portal will provide attorneys, prosecutors, public defenders and potentially judges/magistrates 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: Quotes - 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 for the continuity of the software maintenance and support services; to facilitate the word perfect conversion; to purchase the E-Filing Portal for social distancing for the Franklin County Municipal Court Clerk’s Office.
Fiscal Impact: Funds totaling $272,925.00 are available within the Municipal Court Clerk’s 2020 Computer Fund budget.
Title
To authorize the Municipal Court Clerk to enter into contract with CourtView Justice Solution, Inc. for the purchase of software maintenance, support and professional services in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $272,925.00 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($272,925.00)
Body
WHEREAS, it is necessary for the Municipal Court Clerk to enter into the next twelve (12) months of a fifty-four (54) month contract, with one (1) twelve (12) month renewal option with CourtView Justice Solutions, Inc. for the purchase of software maintenance and support services for the Franklin County Municipal Court Case Management System; and
WHEREAS, the conversion of Word Perfect documents to Microsoft Word will provide the ability to auto generate documents into an electronic format which will subsequently be employed in an E-Filing workflow solution which will result in significant efficiency benefit; and
WHEREAS, the E-Filing Portal will provide attorneys, prosecutors, public defenders and potentially judges/magistrates 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 authorize the Clerk to enter into contract with CourtView Justice Solutions, Inc. for the purchase of software maintenance, support and professional services in order to maintain the continuity of the Franklin County 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 purchase of software maintenance, support and professionals services in the amount of $272,925.00 in accordance with the sole source provisions of the Columbus City Code.
SECTION 2. That the expenditure of $239,773.00 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 expenditure of $33,152.00 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 4. 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 5. 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.