Explanation
BACKGROUND:
In 2002, the Division of Police purchased and implemented a computerized Ohio Based Reporting System/National Incident Based Reporting System (OIBRS/NIBRS), per Ordinance 2253-2001 passed December 17, 2001, for offense and complaint/incident reports. NIBRS is a set of rules set forth by the federal government to be followed by local and state agencies when reporting crime statistics. It assures all law enforcement agencies report crime data using the same data makers, types, and descriptors, as well as the same reporting methods, which enhances the FBI's ability to analyze the incoming statistics. The data migration from the legacy records management system (NetRMS) to the Motorola PremierOne Records system was authorized under ordinance 0343-2014 passed February 24, 2014 (EL015362), and awarded through solicitation SA005116 allowing for the data to be housed in one system.
This legislation will authorize the Directors of the Department of Technology and the Department of Public Safety, Division of Police, to enter into and modify the software and maintenance support contract to manage the maintenance agreement for the PremierOne Records Computerized Crime Data Reporting System from Motorola Solutions, Inc. The original contract (EL014325) was authorized by ordinance 0855-2013 on April 22, 2013 and included the option to renew for four (4) additional one (1) year terms after the initial year of the contract in accordance with the sole source provisions of the Columbus City Code, Section 329. In 2014, the first renewal of $254,525.00 was made effective under the authority of Ordinance 0240-2014. In 2015, the second renewal of $254,525.00 was made effective under the authority of Ordinance 0097-2015. This ordinance authorizes the Directors of the Department of Technology and the Department of Public Safety, Division of Police, to establish the third renewal of the possible four (4) additional one (1) year terms for the term period from March 1, 2016 through February 28, 2017, at the cost of $271,019.00, bringing the aggregate contract total to $1,015,486.00 (yrs. 2013 -2016).
This ordinance also authorizes the Director of the Department of Technology on behalf of the Department of Public Safety, Division of Police to modify an existing professional services agreement (EL015362) authorized by ordinance 0343-2014, passed February 24, 2014, and awarded through solicitation SA005116 with Motorola Solutions, Inc. for migrating data from the legacy NetRMS records management system to the new PremierOne system. The term of the original agreement was for one year, expiring March 5, 2015. The Request for Proposals for SA005116, incorporated by reference in the original agreement, allows for a one year extension to the contract term, by mutual agreement and approval of proper City authorities. Under ordinance 0159-2015, passed February 10, 2015, that extension covered a one year term period from March 6, 2015 to March 5, 2016.
This modification will extend the term of the agreement for another six months, from March 6, 2016 to September 5, 2016 to allow additional time for testing and a final extract and import of the legacy data. No additional funding is needed for this modification. This legislation will also authorize the extension and use of the unspent balance on purchase order (EL015362 - $42,569.80. 00 as of February 1, 2016).
1. Amount of additional funds to be expended: $0.00
Original contract amount: $212,849.00
Modification 1 and 2 (term period extension only)
Amount of original contract and 1& 2 modification: $212,849.00
2. Reason additional goods/services could not be foreseen:
The project has been delayed due to unforeseen complexities related to migration of the legacy NetRMS data to the new PremierOne system. This extension is to allow for additional testing and a final extract and import of the legacy data.
3. Reason other procurement processes are not used:
The project has been mostly completed with the current vendor, so re-starting the project with another vendor would not be in the best interests of the City.
4. How cost of modification was determined:
There is no additional cost for this modification.
The PremierOne Records Computerized Crime Data Reporting System is a proprietary system from Motorola Solutions, Inc. the sole provider and copyright holder of the system. As such, the City must purchase annual support and maintenance from Motorola Solutions, Inc. For this reason, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329.
CONTRACT COMPLIANCE:
Motorola Solutions, Inc. Vendor ID #: 36-1115800 Expires: 12/3/2017
(DAX Vendor Account: 007169)
EMERGENCY: Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from this supplier.
FISCAL IMPACT: In 2014 ($245,525.00) and 2015 ($254,130.00) was expended for software and maintenance support services for the PremierOne Records system. For (2016), the third year for software maintenance support services with Motorola Inc. will cost $271,019.00. Funds are identified and available within the Department of Technology, direct charge agency, Information Services Operating Fund. The aggregate contract total including this ordinance is $1,015,486.00.
Title
To authorize the Directors of the Department of Technology and the Department of Public Safety to modify a contract with Motorola Solutions, Inc. for the third year renewal of software and maintenance support services associated with the Division of Police’s PremierOne Records computerized crime data reporting system; to authorize the Director of Technology to modify a professional services contract with Motorola Solutions, Inc. and allow any remaining funds on the purchase order to be spent; to authorize the expenditure of $271,019.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($271,019.00)
Body
WHEREAS, in 2013, the Division of Police entered into a new contract EL014325 with Motorola, Inc., the existing sole source vendor that has provided software support and maintenance services for the computerized Ohio Based Reporting System/National Incident Based Reporting System (OIBRS/NIBRS) for offense and complaint/incident reports originally purchased in 2002; and
WHEREAS, it is necessary to authorize the Directors of the Department of Technology and the Department of Public Safety to modify a software maintenance support services agreement for the PremierOne Records system provided by Motorola, Inc., to avoid an interruption in services; and
WHEREAS, the original contract (EL014325) was authorized by ordinance 0855-2013 on April 22, 2013 and included the option to renew for four (4) additional one(1) year terms and;
WHEREAS, this ordinance will authorize the third of the four allowable renewals for the maintenance and support services of the PremeirOne Records system at a cost of $271,019.00 for the coverage term period from March 1, 2016 through February 28, 2017 and;
WHEREAS, the Division of Police needs the expertise provided by the Contractor to complete the transition from the NetRMS system to the PremierOne Records system; and
WHEREAS, it is necessary for the Director of the Department of Technology, on behalf of the Department of Public Safety, to modify an agreement with Motorola Solutions, Inc. for migrating data from the legacy NetRMS records management system to the new Premier One system under (EL015362) authorized by ordinance 0343-2014, passed February 24, 2014, and awarded through solicitation SA005116; and
WHEREAS, the term of the original agreement was for one year, expiring March 5, 2015. The Request for Proposals for SA005116, incorporated by reference in the original agreement, allows for a one year extension to the contract term, by mutual agreement and approval of proper City authorities; and under ordinance 0159-2015, passed February 10, 2015, the first modification extension covered a one year term period from March 6, 2015 to March 5, 2016 to allow additional time to complete the data migration project; and
WHEREAS, this second modification will extend the term of the agreement (EL015362) for another six months from March 6, 2016 to September 5, 2016 and use of the unspent balance on purchase order (EL015362 - $42,569.80. 00 as of February 1, 2016), to allow for additional testing and a final extract and import of the legacy data. No additional funding is needed for this modification; and
WHEREAS, Motorola Solutions, Inc. is the sole provider for upgrade and licensing of the PremiereOne Records system, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Section 329; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology and Department of Public Safety in that it is immediately necessary to authorize the Directors to modify a contract for software support and maintenance services, and to modify an agreement with Motorola Solutions, Inc. for a six month extension for migrating data from the legacy NetRMS records management system to the new Premier One system for the immediate preservation of the public peace, property, health, 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 and directed to modify an agreement with Motorola Solutions, Inc. for migrating data from the legacy NetRMS records management system to the new Premier One system to extend the term of the agreement for another six months, from March 6, 2016 to September 5, 2016 to allow for additional testing and a final extract and import of the legacy data. No additional funding is needed for this modification. This legislation will also authorize the extension and use of the unspent balance on purchase order (EL015362 -$42,569.80. 00 as of February 1, 2016).
SECTION 2. That the Directors of the Department of Technology and the Department of Public Safety be and are hereby authorized and directed to modify the contract with Motorola, Solutions Inc. for software maintenance and support services for the PremierOne Records system for the Department of Public Safety, Division of Police for a coverage term period from March 1, 2016 through February 28, 2017 at a cost of $271,019.00.
SECTION 3. That the expenditure of $271,019.00, or so much thereof as may be necessary is hereby authorized to be expended from: (see attached 0197-2016 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 Divison}| Amount: $271,019.00 {Maintenance and support services}
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract associated with this ordinance.
SECTION 5. That this ordinance is being established in accordance with the sole source provision 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 to be an emergency 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.