Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a one year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with Asysco, Inc. This agreement will provide for software licenses and professional services to upgrade the current criminal history information management system from a legacy Libra mainframe technology platform to a modern platform. The upgraded system will support the Division of Police and their law enforcement partners in Franklin County. The upgraded system will replace the legacy criminal history system and provide the following benefits:
· Stable, reliable, upgradeable system platform.
· Quicker response to user information requests for Criminal History inquiries.
· Ability for users to query and retrieve broader, inter-related Criminal History datasets.
· Ability for users to access reports.
· Ability for users to access the system through web-based or mobile platforms.
· Improved staff utilization as outside agencies perform self-serve inquiries.
This ordinance will authorize funding to upgrade the criminal history system at a cost of $250,000. These funds will provide for software licenses at a cost of $15,000, and professional services to assist the City with the system upgrade at a cost of $235,000. The agreement includes four (4) annual options to renew. If exercised by mutual agreement and approval of proper City authorities, the options will provide annual software maintenance and support at a cost of $25,000 per year. This ordinance also requests $75,000 in contingency funds to accommodate any unforeseen changes to project scope.
To procure these systems and services, a Request for Proposals (SA004601) was published September 24, 2012. The solicitation received two (2) proposals, which were scored by an evaluation committee of seven (7) representatives from City departments and the Franklin County Sherriff's Office. Each committee member scored the proposals, using the following criteria: competence of the offeror (up to 15 points), quality and feasibility of proposed software and services (25 points), ability of the offeror (10 points), past performance of the offeror (25 points), and the total cost of ownership of the proposed solution (25 points). Based on the first round of evaluation, both offerors were invited to present additional information to the evaluation Committee and clarify their proposals. Following these presentations, the committee ranked the proposals using the same criteria used in the first round of evaluation, as follows:
Asysco, Inc. 65.3 points out of 100
Sypherlink 62.1 points out of 100
The committee recommended the highest ranked offeror - Asysco, Inc. - to the Director of the Department of Technology. A contract has been successfully negotiated with the vendor, following further discussions and clarifications to the original proposal. The Director concurred with the committee's recommendation.
This ordinance also authorizes the appropriation and transfer of authority and funds between projects within the Information Services Bond Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed April 16, 2012, via Ordinance # 0368-2012, to accommodate for the expenditure authorized by this ordinance.
EMERGENCY DESIGNATION:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor Name: Asysco, Inc. F.I.D.#/C.C.#: 73 - 1626119 Expiration Date: 09/24/2014
FISCAL IMPACT:
The total cost associated with this legislation is $325,000.00 and funds will come from Department of Technology, Information Services Division, Capital Improvement Fund by transferring appropriation and cash from the following projects: Enterprise System Project (ESP) - Asset Management (# 470047-100003; in the amount of $150,000), Enterprise System Project (ESP) - Security Project (# 470047-100002; in the amount of $1,040.77), IVR Enhancements Project (# 470052-100001; in the amount of $42,349.23), VM Ware Virtual Desktop Project (# 470052-100003; in the amount of $11,610), and Unified Communications Project (# 470055-100000; in the amount of $120,000) to the Unisys Migration Project (# 470058-100000) totaling $325,000.
Title
To authorize the the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a one year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with Asysco, Inc. for software licenses and professional services to upgrade the current criminal history information management system from a legacy Libra mainframe technology platform to a modern platform; to authorize the appropriation and transfer of authority and funds between projects within the Information Services Bond Fund; to amend the 2012 Capital Improvement Budget; to authorize the expenditure of $325,000.00 from the Department of Technology, Information Services Division, Capital Improvement Fund; and to declare an emergency. ($325,000.00)
Body
WHEREAS, to procure these systems and services, a Request for Proposals (SA004601) was published September 24, 2012. The committee recommended the highest ranked offeror, Asysco, Inc., to the Director of the Department of Technology; and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a one year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with Asysco, Inc.; and
WHEREAS, this agreement will provide for software licenses and professional services to upgrade the current criminal history information management system from a legacy Libra mainframe technology platform to a modern platform. The upgraded system will support the Division of Police and their law enforcement partners in Franklin County; and
WHEREAS, this ordinance will authorize funding to upgrade the criminal history system at a cost of $250,000. These funds will provide for software licenses at a cost of $15,000, and professional services to assist the City with the system upgrade at a cost of $235,000. The agreement includes four (4) annual options to renew. If exercised by mutual agreement and approval of proper City authorities, the options will provide annual software maintenance and support at a cost of $25,000 per year. This ordinance also requests $75,000 in contingency funds to accommodate any unforeseen changes to project scope; and
WHEREAS, this ordinance also authorizes the appropriation and transfer of authority and funds between projects within the Information Services Bond Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed April 16, 2012, via Ordinance # 0368-2012, to accommodate for the expenditure authorized by this ordinance.
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a one year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with Asysco, Inc. for software licenses and professional services to upgrade the current criminal history information management system from a legacy Libra mainframe technology platform to a modern platform and for the immediate 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 authorized to enter into a one year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with Asysco, Inc. This agreement will provide for software licenses and professional services to upgrade the current criminal history information management system from a legacy Libra mainframe technology platform to a modern platform. This ordinance will authorize funding to upgrade the criminal history system at a cost of $250,000. These funds will provide for software licenses at a cost of $15,000, and professional services to assist the City with the system upgrade at a cost of $235,000. The agreement includes four (4) annual options to renew. If exercised by mutual agreement and approval of proper City authorities, the options will provide annual software maintenance and support at a cost of $25,000 per year. This ordinance also requests $75,000 in contingency funds to accommodate any unforeseen changes to project scope.
SECTION 2: That the 2012 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514:
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Enterprise System - Security Pro:
470047-100002 /carryover /002 $65,466 $64,425 ($1,041)
Enterprise System - Asset Management:
470047-100003 /carryover /002 $150,000 $0 ($150,000)
IVR Enhancements Project:
470052-100001 /carryover /002 $83,349 $41,000 ($42,349)
VM Ware Virtual Desktop Project:
470052-100003 /carryover /002 $11,610 $0 ($11,610)
Unified Communications Project:
470055-100000 /carryover /002 $120,000 $0 ($120,000)
Unisys Migration Project:
470058-100000 /002 $0 $325,000 $325,000
SECTION 3: That the City Auditor is hereby authorized and directed to transfer appropriation and funds between projects within the Information Services Bond Fund as follows:
FROM:
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Enterprise System Project - Security Pro| Project No.: 470047-100002 | Project OCA: 514472| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $1,040.77
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Enterprise System Project - Asset Management| Project No.: 470047-100003 | Project OCA: 514473| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $150,000.00
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: IVR Enhancements Project| Project No.: 470052-100001 | Project OCA: 514152| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $42,349.23
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: VM Ware Virtual Desktop Project | Project No.: 470052-100003 | Project OCA: 514523| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $11,610.00
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Unified Communications Project | Project No.: 470055-100000 | Project OCA: 475500| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $120,000.00
TO:
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Unisys Migration Project | Project No.: 470058-100000 | Project OCA: 514758| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $325,000.00
SECTION 4: That the expenditure of $325,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Capital Improvement Fund, is hereby authorized as follows:
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Unisys Migration Project | Project No.: 470058-100000 | Project OCA: 514758| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $250,000.00 {Software Licenses -$15,000.00/ Professional services- $235,000.00}
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Unisys Migration Project | Project No.: 470058-100000 | Project OCA: 514758| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $75,000.00 {Contingency Funds)
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: That the City Auditor is hereby authorized to transfer unencumbered balance in a project account to the unallocated balance account with the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7: 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 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 approved nor vetoes the same.