Explanation
BACKGROUND: This ordinance authorizes the Director of Public Safety to enter in to a contract with Tablet Command, Inc. for licensing of specialized software, and user licenses for use with the Division of Fire’s incident command module. This service is utilized by the Division of Fire’s Emergency Services Bureau to receive real-time computer aided dispatching incident information directly at fire ground and emergency response scenes. The software posts real-time incident related comments, vehicle status and locations directly from the emergency scene to Fire dispatchers. Additionally, upon arrival to an active scene, command personnel have the ability to discern the command and operations structure and update the structure in real-time which effectuates the efficient transition of command and scene response duties.
The term of this contract is for three (3) years with the option for two (2) additional one (1) year renewals with subsequent one (1) year annual renewals thereafter by mutual agreement. Funding for this contract will be encumbered on a year-to-year basis contingent upon the approval of City Council and certification of funds by the City Auditor.
The cost for each of the first five (5) years have been negotiated and quoted.
Year 1 (2025): $44,650.00
Year 2 (2026): $46,882.50
Year 3 (2027): $49,226.31
Year 4 (2028): $51,752.03
Year 5 (2029): $54,339.11
Total: $246,849.95
CONTRACT COMPLIANCE: Tablet Command, Inc., Fed Tax ID: #81-2137481, Vendor # 031390
Bid Waiver Justification: The Division of Fire successfully implemented this specialized and unique software solution in 2020 with Tablet Command, Inc. and does not seek an alternative solution at this time. The service is an indispensable agent utilized by the Division of Fire ultimately to improve employee and citizen safety via real-time augmented communication, command, and duty assignments.
Emergency Designation: The Division of Fire is requesting this legislation be declared an emergency measure to make funding immediately available and expedite authorization of this contract to prevent an interruption in this vital service.
FISCAL IMPACT: This ordinance authorizes the expenditure of $44,650.00 from the General Fund. The Division of Fire expended $47,150.00 in 2024 and $61,059.00 in 2023 for this service.
Title
To authorize the Director of the Department of Public Safety to enter into contract with Tablet Command, Inc. for licensing of specialized software, and user licenses for use with the Division of Fire’s incident command module; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $44,650.00 from the General Fund; and to declare an emergency. ($44,650.00)
Body
WHEREAS, the Columbus Division of Fire has a need for the licensing of Tablet Command, Inc.’s specialized software, and user licenses for use with the Division of Fire’s incident command module; and
WHEREAS, it is necessary to authorize the Director of Public Safety, on behalf of the Division of Fire, to enter into a contract with Tablet Command, Inc. for three (3) years with the option for two (2) additional one (1) year renewals with subsequent annual one (1) year renewals thereafter by mutual agreement; and
WHEREAS, the cost for the first (1st) year of this contract with Tablet Command, Inc. is $44,650.00; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329 to enter in to this contract given the specialized and unique nature of the services provided; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is immediately necessary to authorize the Director of Public Safety on behalf of the Division of Fire to enter in to a contract with Tablet Command, Inc. to prevent disruption of this critical fire and emergency response service for the immediate preservation of the public health, peace, property, welfare, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Safety be and is hereby authorized to enter into a contract with Tablet Command, Inc. for three (3) years with the option for two (2) additional one (1) year renewals with subsequent annual one (1) year renewals thereafter by mutual agreement for licensing of specialized software, and user licenses for use with the Division of Fire’s incident command module.
SECTION 2. That the funding for this contract will be encumbered on a year-to-year basis contingent upon the approval of City Council and certification of funds by the City Auditor.
SECTION 3. That the expenditure of $44,650.00, or so much thereof as may be necessary for the aforementioned service, be and is hereby authorized from the General Fund, per the accounting codes in the attachment to this ordinance.
SECTION 4. That this Council finds it to be in the best interests of the City to waive the relevant provisions of Chapter 329 of City Code relating to Competitive bidding for this purchase, and does hereby waive the same.
SECTION 5. 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 6. 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 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 approves nor vetoes the same.