Explanation
BACKGROUND:
In 2002, the Division of Police purchased and implemented a computerized Ohio Incident 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 the software and maintenance support services contract with Motorola Solutions, Inc. to manage the maintenance agreement on the PremierOne Records Computerized Crime Data Reporting System. 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, Chapter 329. The contract was most recently authorized under ordinance 0197-2016 passed February 29, 2016 through PO014066. This ordinance authorizes the Directors of the Department of Technology and the Department of Public Safety, Division of Police, to establish the fourth renewal of the possible four (4) additional one (1) year terms for the term period from March 1, 2017 through February 28, 2018, at the cost of $285,850.00, bringing the aggregate contract total to $1,301,336.00 (yrs. 2013 -2017).
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.
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 2015 ($254,130.00) and 2016 ($271,019.00) was expended for software and maintenance support services for the PremierOne Records system. For (2017) the fourth year for software maintenance support services with Motorola Solutions, Inc. will cost $285,850.00. Funding in the amount of $275,000.00 was budgeted within the Department of Technology, direct charge agency, Information Services Operating Fund, resulting in a shortfall of $10,850.00. This shortfall will be covered from savings on other contracts to date where the actual 2017 cost incurred was lower than initially budgeted. The aggregate contract total including this ordinance is $1,301,336.00.
CONTRACT COMPLIANCE:
Motorola Solutions, Inc. Vendor ID #: 36-1115800 Expires: 12/3/2017
(DAX Vendor Account: 007169)
Title
To authorize the Directors of the Department of Technology and the Department of Public Safety to enter into a contract with Motorola Solutions, Inc. for the fourth year renewal of software and maintenance support services associated with the Division of Police’s PremierOne Records computerized crime data reporting system in accordance with sole source provisioning in the Columbus City Code; to authorize the expenditure of $285,850.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($285,850.00)
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 Incident 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 enter into a software support and maintenance services agreement for the PremierOne Records system provided by Motorola Solutions, 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 the most recent contract was authorized under ordinance 0197-2016 passed February 29, 2016 through PO014066 and;
WHEREAS, this ordinance will authorize the fourth of the four allowable renewals for the maintenance and support services of the PremierOne Records system at a cost of $285,850.00 for the coverage term period from March 1, 2017 through February 28, 2018 and;
WHEREAS, Motorola Solutions, Inc. is the sole provider for upgrade and licensing of the PremierOne Records system and this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Chapter 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 continue a contract for software support and maintenance services with Motorola Solutions, Inc. 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 Directors of the Department of Technology and the Department of Public Safety be and are hereby authorized and directed to enter into a 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, 2017 through February 28, 2018 at a cost of $285,850.00.
SECTION 2. That the expenditure of $285,850.00, or so much thereof as may be necessary is hereby authorized to be expended from: (see attached 0441-2017 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 | Section 5: IT1215 {Police Division}| Amount: $285,850.00 {Maintenance and support services}
SECTION 3. 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 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. That this ordinance is being established in accordance with the sole source provisions 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.