Explanation
BACKGROUND: This legislation will authorize the Director of the Department of Technology on behalf of the Director of the Department of Public Safety, Division of Police, to enter into maintenance and support services contract of the Mugshot Database System from DataWorks Plus, LLC. The Central Ohio Data Sharing Initiative was awarded funds through the FY 2007 COPS Technology Program (pursuant to Ordinance #1607-2007) for the purchase of standardized hardware/software, including a web-based Mugshot Database System.
The most recent contract was authorized by ordinance 0643-2017, passed March 27, 2017 through PO055181. This ordinance authorizes the Director of the Department of Technology to enter into a contract with DataWorks Plus, LLC for maintenance and support services for the Mugshot Database System at a cost of $19,904.72 for the coverage term period from April 1, 2018 through March 31, 2019.
DataWorks Plus, LLC is the sole provider and copyright holder of the Mugshot database system utilized by the Department of Public Safety, Division of Police. Accordingly, DataWorks Plus LLC is the sole source of supply for upgrades, maintenance, support, new releases, and additional copies of these products. Therefore, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329.
FISCAL IMPACT:
In the years 2016 and 2017, the Department of Technology expended $19,495.40 and $19,904.72 respectively, for software maintenance and support services and system upgrades with DataWorks Plus, LLC for the Mugshot Database System. This year, (2018) the cost is $19,904.72 for software maintenance and support services. Funds totaling $20,870.00 for this expenditure were budgeted and available within the Department of Technology, direct charge agency, Information Services Operating Fund. This ordinance is contingent upon the passage of the 2018 operating budget.
CONTRACT COMPLIANCE:
DataWorks Plus LLC CC#: 57-1104887 Expiration Date: 01/19/2020
(Vendor Account # DAX: 009425)
Title
To authorize the Director of the Department of Technology to enter into a contract with DataWorks Plus, LLC for maintenance and support services associated with the Mugshot Database system in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $19,904.72 from the Department of Technology, Information Services Operating Fund. ($19,904.72)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology on behalf of the Director of the Department of Public Safety to enter into a contract for software maintenance support services with DataWorks Plus, LLC for the Division of Police Mugshots Database System to avoid an interruption in services; and
WHEREAS, the Mugshot Database System is an investigative mugshot and booking records management system. This invaluable tool enables the Division of Police to capture, manage, search, and run reports related to mugshot data; and
WHEREAS, this ordinance will authorize software maintenance and support services for the Mugshot Database System with DataWorks Plus, LLC., at a cost of $19,904.72, for the coverage term period from April 1, 2018 through March 31, 2019; and
WHEREAS, this ordinance is being submitted in accordance with the sole source provisions of the Columbus City Code, Chapter 329; and
WHEREAS, it is necessary for the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a contract with DataWorks Plus, LLC. for software support and maintenance services on the Mugshot Database system, for the preservation of 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 Director of the Department of Technology, on behalf of the Department of Public Safety, is hereby authorized to enter into a contract with DataWorks Plus LLC, for software maintenance and support services for the Division of Police Mugshot Database system for a coverage period from April 1, 2018 through March 31, 2019 at a cost of $19,904.72.
SECTION 2. That the expenditure of $19,904.72 or so much thereof as may be needed is hereby authorized to expend from: (see attachment 0247-2018 EXP):
Dept.: 47 | Div.: 47-01 | Obj.: Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program CW001 | Section 3: 470104 | Section 4: IS01 | Section 5: IT1215 {Police Division} | Amount $19,904.72 | {Maintenance of software}
SECTION 3: That this agreement is being established in accordance with the sole source provisions of the Columbus City Code Chapter 329.
SECTION 4: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, the City Auditor shall establish such accounting codes as necessary.
SECTION 5: 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 6: This ordinance shall take effect and be in force from and after the earliest period allowed by law.