Title
Authorization for Phoenix Municipal Court to Enter into Contracts and Use Grant Funds (Ordinance S-45478)
Description
Request authorization for the Phoenix Municipal Court to enter into contracts with DB Consulting of Phoenix, Inc. (DBC) and DataBank IMX, LLC (DataBank) for professional services and IT infrastructure related to the next stages of the Court's migration to active case imaging. The Court also requests authorization to fund these contracts using previously-approved grant funds (Ordinance S-45365) from the Judicial Collection Enhancement Fund (JCEF) and Municipal Fill the Gap Fund (FTG) in an amount not exceeding $1.7 million. The DBC contract shall not exceed $620,000; the DataBank contract shall not exceed $522,000; and the balance of $558,000 will be spent on IT infrastructure upgrades; for example, hardware, software, and any necessary licensing costs. Finally, request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
Following Council authorization in November 2015, the Phoenix Municipal Court continues to successfully migrate its legacy case management system (CMS) to a web-based application that will launch the first quarter of this year. The new web platform will allow integration with the current electronic document management system (OnBase), thus allowing the Court to move to paperless processing and employ active case imaging processes. In order to reach this strategic goal, the Court will need to make programming changes to CMS and upgrade back-end IT infrastructure to meet standards set forth by the Arizona Supreme Court for paperless courts.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as a result of a Special Circumstance Without Competition Determination Memo, as DataBank is contracted by the Arizona Supreme Court Administrative Office of the Courts to provide OnBase services and maintenance for Arizona courts, and OnBase is the statewide standard. Further, in accordance with Administrative Regulation 3.10, normal competition was waived for DB Consulting as a result of a Determination Memo citing the unusual nature of the goods or services, as DB Consulting designed CMS and has a thorough understanding of CMS, as well as Limited Jurisdiction Court processes.
Contract Term
Both contracts will be for initial three-year contract terms beginning on or about March 20, 2019, with two one-year options to renew if in the best interests of the City, for total contract terms of five years.
Financial Impact
Funds will be made available in the Phoenix Municipal Court local JCEF account and Municipal FTG fund. The Phoenix Municipal Court submitted a funding plan and application to the Arizona Supreme Court Administrative Office of the Courts and secured approval for use of funds pursuant to A.R.S. §12-113 on Feb. 21, 2019. No General Fund dollars will be used.
Concurrence/Previous Council Action
This item was recommended for approval at the Public Safety and Veterans Subcommittee meeting on Jan. 9, 2019, by a vote of 3-0. This item was adopted by the City Council on Feb. 6, 2019, by unanimous vote.
Department
Responsible Department
The item is submitted by Chief Presiding Judge B. Don Taylor III and Deputy City Manager Karen Peters.