Explanation
BACKGROUND: This legislation will authorize the Director of the Department of Technology and the Director of the Department of Public Safety, Division of Police, to enter into and modify a contract for software maintenance and support of the Crime Lab Information Management System from JusticeTrax, Inc. This is the Division of Police’s forensic Crime Lab Information Management System (LIMS-Plus) that allows evidence transfers to be performed quicker through use of electronic tracking.
The original contract (EL011134) was authorized by ordinance 1412-2010 on October 18, 2010 in accordance with Solicitation Number SA003600. The most recent renewal for maintenance and support was authorized in 2015 through purchase order ED052672.
The Department of Technology is modifying the original contract (EL011134) to manage the maintenance agreement of the Crime Lab Information Management System on behalf of the Division of Police. This ordinance authorizes the Director of the Department of Technology to establish the annual contract for maintenance and support of the Crime Lab Information Management System for the coverage term period from March 16, 2016 through March 16, 2017 at a cost of $25,200.00, bringing the aggregate contract total to $344,874.67.
The Crime Lab Information Management System is a proprietary system from JusticeTrax, Inc. As such, the City must purchase annual support and maintenance from JusticeTrax, Inc. This ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329.
CONTRACT COMPLIANCE:
JusticeTrax, Inc. CC#86-0960454 Expiration Date: 10/03/2016
(DAX Vendor Account # 010567)
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT: In 2014, $47,200.00 was expended for additional software licenses in addition to $18,000.00 for software maintenance and support. For 2015, the cost of the maintenance and support service was $19,933.15 (ED052672) for the JusticeTrax system. This year the cost is $25,200.00 for the software maintenance and support services. Funds are budgeted and available within the Department of Technology, direct charge agency, Information Services Operating Fund. The aggregate contract including this ordinance is $344,874.67.
Title
To authorize the Director of the Department of Technology and the Director of the Department of Public Safety to modify an existing contract and establish an annual contract with JusticeTrax, Inc. for software maintenance and support services associated with the Division of Police’s Crime Lab Information Management System in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $25,200.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($25,200.00)
Body
WHEREAS, it is necessary to authorize the Directors of the Department of Technology and the Department of Public Safety to modify an existing contract for software maintenance and support services associated with the Division of Police’s Crime Lab Information Management System (LIMS-Plus) provided by JusticeTrax, Inc.; and
WHEREAS, it is necessary to authorize the Directors to also establish an annual contract for maintenance and support of the Crime Lab Information Management System for the coverage term period from March 16, 2016 through March 16, 2017 at a cost of $25,200.00, bringing the aggregate contract total to $344,874.67; and
WHEREAS, this ordinance is being submitted in accordance with the sole source provisions of Chapter 329 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety in that it is immediately necessary for the Directors of the Department of Technology and the Department of Public Safety to establish the annual contract for maintenance and support of the Crime Lab Information Management System (LIMS-Plus) for the Division of Police for the immediate preservation 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 and the Director of Public Safety is hereby authorized to enter into and modify an existing agreement with JusticeTrax, Inc. for software maintenance and support services on the Division of Police’s Crime Lab Information Management System with a coverage term period of March 16, 2016 through March 16, 2017 at the cost of $25,200.00.
SECTION 2: That the expenditure of $25,200.00 or so much thereof as may be needed is hereby authorized to be expended from: (see attachment 0205-2016 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| Optional Field: IT00031 {Police Division}| Amount: $25,200.00
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 the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5: That this agreement is being entered into in accordance with the sole source provisions of the City of Columbus Code, Chapter 329.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared 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.