Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend an existing Universal Term Contract (UTC) for the option to obtain Video Storage for Body Worn Cameras with CDW Government, LLC. CC# CC-007352, expires 4/10/2028. Video storage for body warn cameras is required to store body cam footage for the Division of Police. This modification is necessary to maintain an uninterrupted supply of the services provided by the UTC, the intent was to migrate all data to a new system, at this time, however, the Division of Police is intending on using these services henceforth, this modification will allow time for a new procurement process to award a new contract. The contract, PO063206 was established in accordance with Request for Quotation RFQ004361 and authorized for extension under Ordinance Number 0226-2025 and will expire May 31, 2026. The City and CDW Government, LLC have agreed to modify the contract. It is in the best interest of the City that the contract be modified to allow for an extension period of one (1) year up to and including May 31, 2027.
Pursuant to Section 329.09(a) of Columbus City Codes:
(1) The amount of additional funds to be expended under the modification: No additional funds are necessary to modify the option contract as requested.
(2) Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded: The Purchasing office was informed that these files would be migrating to a new system. It is now our understanding that the intent is not to migrate the data and to continue the use of this contract for the time being until a new bid process is complete.
(3) Why it would not be in the city's best interests to have the additional contract requirements awarded through other procurement processes specified in this chapter: Any lapse in this contract would cause an interruption of this service which is needed for the Division of Police.
(4) How the price for the additional goods or services which are the subject of the modification was determined: The pricing terms of the contract have not changed.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation be considered an emergency to maintain an uninterrupted supply of the services provided by the UTC, and to allow time for a new procurement process.
FISCAL IMPACT: No funding is required to modify and extend the option contract. The Division of Police must set aside their own funding for their estimated expenditures.
Title
To authorize the Director of the Department of Finance and Management to modify and extend a Universal Term Contract for the option to purchase Video Storage for Body Worn Cameras with CDW Government, LLC. and to declare an emergency. ($0.00)
Body
WHEREAS, the Purchasing Office entered into a Universal Term Contract for Video Storage for Body Worn Cameras for use by Division of Police; and
WHEREAS, it is necessary to modify and extend the existing Universal Term Contract with CDW Government LLC., to obtain Video Storage for Body Worn Cameras services until all data is migrated to a new system; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police in that it is immediately necessary to authorize the Finance and Management Director to modify and extend a Universal Term Contract with CDW Government LLC., for the option to obtain Video Storage for Body Worn Cameras necessary to maintain an uninterrupted supply of the services provided by the UTC, and to allow time for a new procurement process as the current contract expires May 31, 2026, thereby preserving 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 Finance and Management is hereby authorized to modify and extend the option contract with CDW Government, LLC, PO063206 for a period of one (1) year, up to and including May 31, 2027.
SECTION 2. That this modification is in accordance with relevant provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. 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.