HomeMy WebLinkAboutOrdinance 21620-01-2015 Ordinance No. 21620-01-2015
AN ORDINANCE INCREASING THE ESTIMATED RECEIPTS AND APPROPRIATIONS
IN THE MUNICIPAL COURT TECHONOLOGY PROJECT OF THE SPECIAL TRUST
FUND IN THE AMOUNT OF $1,960,276.00, FROM AVAILABLE FUNDS, FOR THE
PURPOSE OF STAFF AUGMENTATION, FIRST YEAR HOSTING, SOFTWARE
LICENSING AND SUPPORT COSTS, AND UPFRONT SOFTWARE IMPLEMENTATION
COSTS OF A CASE MANAGEMENT SYSTEM FOR THE MUNICIPAL COURT
SERVICES DEPARTMENT; PROVIDING FOR A SEVERABILITY CLAUSE; MAKING
THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES; REPEALING ALL
ORDINANCES IN CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS:
SECTION 1.
That in addition to those amounts allocated to the various City departments for Fiscal Year 2014-2015 in the
Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the
Municipal Court Technology Project of Special Trust Fund in the amount of $1,960,276.00, from available
funds, for the purpose of staff augmentation, first year hosting, software licensing and support costs, and
upfront software implementation costs of a Case Management System for the Municipal Court Services
Department.
SECTION 2.
That should any portion, section or part of a section of this ordinance be declared invalid, inoperative or void
for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way
impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining
provisions shall be and remain in full force and effect.
SECTION 3.
That this ordinance shall be cumulative of Ordinance No. 21457-09-2014 and all other ordinances and
appropriations amending the same except in those instances where the provisions of this ordinance are in
direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of
said prior ordinances and appropriations are hereby expressly repealed.
SECTION 4.
This ordinance shall take effect upon adoption.
APPROVED AS TO FORM AND LEGALITY: CITY SECRETARY '
ssistan it torney Mary J. Kay
ADOPTED AND EFFECTIVE: January 27, 2015
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: on 1/27/2015 - Ordinance No. 21620-01-2015
DATE: Tuesday, January 27, 2015 REFERENCE NO.: C-27165
LOG NAME: 38CMSIMPLEMENTATION
SUBJECT:
Authorize Execution of a Professional Services Agreement with Journal Technologies, Inc., in an Amount
Up to $1,170,276.00 for Initial Implementation Costs for a Case Management System, Including Software
Licensing, Maintenance and Support, and Hosting Services for the Municipal Court Services Department,
Authorize Funding for Staff Augmentation Services in an Amount Up to $790,000.00 and Adopt
Appropriation Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the execution of a Professional Services Agreement with Journal Technologies, Inc., in an
amount up to $1,170,276.00 for initial implementation costs for a Case Management System, including
software licensing, maintenance and support and hosting services for the Municipal Court Services
Department and ten percent contingency for unanticipated costs;
2. Authorize the funding for staff augmentation services during the implementation phase using the City's
current staff augmentation vendor in an amount up to $790,000.00; and
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Municipal Court Technology Project of the Special Trust Fund in the amount of $1,960,276.00 from
available funds.
DISCUSSION:
On January 28, 2003, the City Council approved M&C C-19450, which authorized the purchase of a Case
Management System (CMS) and Electronic Document Management System for the purpose of enhancing
Municipal Court operations. On July 17, 2007, the City Council approved M&C G-15785, which authorized
a Software Support and Maintenance Agreement for the system.
The Municipal Court Services Department has been using the current CMS for approximately nine
years. Since its implementation in December of 2005, a myriad of issues related to general usability,
product design and software support have been identified. Municipal Court staff has worked diligently with
the current vendor in order to improve the system to more effectively and efficiently meet the business
needs of the Court. Despite those efforts, the current system is not sufficient to meet the Court's needs to
foster effective and efficient progress.
In order to initiate the process of replacing the current CMS on November 15, 2011, the City Council
authorized an Agreement with the Azimuth Group, Inc., to conduct a comprehensive assessment of the
following: (i) the Court's business processes, organizational structure and functional requirements and (ii)
the capabilities and limitations of the current system. The resulting assessment and information was used
to design the functional and technical specifications included in a Request for Proposals (RFP) to solicit
Logname: 38CMSIMPLEMENTATION Page 1 of 3
submittals from the CMS vendor community.
On or about July 17, 2013, an RFP was issued for a new CMS. The City received nine proposals, all of
which were evaluated by applying the following criteria: technical and implementation services,
qualifications/references, adherence to the terms/conditions of the contract, financial stability and MBE
participation. After a thorough evaluation that involved scoring written proposals and reviewing vendor
presentations, finalists were selected. An evaluation team, comprised of representatives from the
Municipal Court Services, Financial Management Services, Law and Information Technology Solutions
departments recommended the comprehensive solution by Journal Technologies, Inc. (formerly Sustain
Technologies, Inc.) (Journal), as the best proposed CMS solution for the City. The selected solution
includes eCourt Case Management System, an automated jury management system and document
imaging system.
The current appropriation request in the amount of$1,960,276.00 is for initial implementation costs for
software implementation services, Staff augmentation, hosting services and software licensing and
support. Funding for future annual payments and support will be included in subsequent budget years for
the City Council to consider and approve. Staff anticipates maintenance and support fees in the amount
of$337,179.00 to be paid equally from the Court Technology Project
through Fiscal Year 221&+9 2021, upon approval by the GGP9 Beard amd
the City Council for a six year initial term with total contract costs not to exceed $2,810,398.00. The
Municipal Courts Technology Special Trust Fund is dedicated to financing the purchase and maintenance
of technological enhancements for the Municipal Court. Collection of funds for this purpose requires a
defendant convicted of a misdemeanor offense in a municipal court to pay a technology fee not to exceed
$4.00 as court cost (Article 102.0172, Texas Code of Criminal Procedure). Municipal Court Services will
utilize one of the City's current staff augmentation vendors authorized via M&C C-26551 (November 5,
2013) to provide project management support during the implementation.
ADMINISTRATIVE AMENDMENT - One or more administrative amendments for this Agreement may be
made by the City Manager or his designee for a total amount not to exceed 10 percent of the cumulative
original contract cost. Such an increase would not require City Council approval as long as sufficient
funds have been appropriated.
M/WBE OFFICE - Journal Technologies, Inc., is in compliance with the City's BDE Ordinance by
committing to 10 percent MBE (African American) participation for the implementation and setup in the
first year of the contract. This goal does not apply to the maintenance and support services for the
remaining years of the contract. The City's MBE (African American) goal on this project is 10 percent.
AGREEMENT TERM - Upon City Council approval, the Agreement shall begin upon execution by the
parties and shall continue for an initial term of six years.
RENEWAL OPTIONS - Following the initial term, the Support and Maintenance Agreement may be
renewed annually for five additional successive one-year terms at the City's option. This action does not
require specific City Council approval provided that the City Council has appropriated sufficient funds to
satisfy the City's obligation during the renewal term.
FISCAL INFORMATION /CERTIFICATION:
The Financial Management Services Director certifies that upon adoption of the attached appropriation
ordinance, funds will be available in the current operating budget, as appropriated, of the Special Trust
Fund.
FUND CENTERS:
TO Fund/AccountlCenters FROM Fund/Account/Centers
Logname: 38CMSIMPLEMENTATION Page 2 of 3
(3) FE72 43.1030' 03853501000 $1,960,276.00 (1)(2) FE72 539120 U-3853501000 $1,960,276.00
(3) FE72 539120 03853501000 $1,960,276.00
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CERTIFICATIONS:
Submitted for City Manager's Office by:, Charles W. Daniels (6183)
Originating Department Head: Deidra Emerson (6711)
Additional Information Contact: Dakisha R. Wesley (6711)
Logname: 38CMSIMPLEMENTATION Page 3 of 3