Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Safety, Division of Police, to enter into a sole source contract with Versaterm Public Safety US, Inc. for the purchase of software and maintenance support for the Crime Lab Information Management System.
The City of Columbus, Department of Public Safety uses the Crime Lab Information Management System to streamline the management of forensic evidence, case workflows, and lab operations. It helps track the movement, labeling, and chain of custody of evidence, ensuring that every item is accounted for and securely handled. This system enhances efficiency, accuracy, security, and accountability in forensic investigations, ensuring timely and reliable results within the Division of Police.
The City's management system is a proprietary system from Versaterm Public Safety US, Inc., and as such, the city must purchase annual maintenance services from Versaterm Public Safety US, Inc. Therefore, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Codes, Section 329.
This ordinance authorizes the expenditure of $87,805.58 for the above-described services for the period of one year from March 16, 2026, through March 15, 2027.
FISCAL IMPACT
Funding in the amount of $87,805.58 is available and budgeted in the 2025 Information Services Operating Fund budget.
CONTRACT COMPLIANCE
Vendor Name: Versaterm Public Safety US Inc.
Account no. 010567
Expiration Date: 10/1/2026
Title
To authorize the Department of Technology, on behalf of the Department of Public Safety, Division of Police, to enter into a contract with Versaterm Public Safety US Inc. for support, maintenance, and hosting of the Crime Lab Information Management System in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $87,805.58 from the Department of Technology, Information Services Operating Fund. ($87,805.58)
Body
WHEREAS, it has been determined that the Department of Public Safety has a need for the software and maintenance support of the Crime Lab Information Management System to maintain its security and reliability within the Division of Police; and
WHEREAS, the services provided by Versaterm Public Safety US, Inc. are in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; and
WHEREAS, the term of this agreement shall be for one year starting from March 16, 2026, and ending on March 15, 2027, at a cost of $87,805.58; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology, on behalf of the Department of Public Safety, Division of Police to authorize the Director to enter into a contract with Versaterm Public Safety US, Inc. for support, maintenance, and hosting of the Crime Lab Information Management System, for the preservation of the public health, peace, property, safety, and welfare; and health, peace, property and safety; 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, Division of Police be and is hereby authorized, to enter into a sole source contract with Versaterm Public Safety US, Inc. for support, maintenance and hosting of the Crime Lab Information Management System, on behalf of the Department of Public Safety, Division of Police for a period of one year, beginning on from March 16, 2026, and ending on March 15, 2027, at a cost of $87,805.58.
SECTION 2. That the expenditure of $87,805.58, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment of this ordinance. (Please see attachment: 3069-2025EXP)
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract 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. This ordinance is being submitted in accordance with the provisions of sole source procurement of the Columbus City Code Chapter 329.
SECTION 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.