Explanation
BACKGROUND:
To authorize the Director of the Department of Finance and Management, on behalf of the Division of Support Services, to establish a purchase order with Sound Communications Inc., to purchase an upgraded Audio Digital Communications Recording System for the Police and Fire Communications System. The Department of Public Safety expects to receive $1,859,996.28 from the wireless E911 Government Assistance Fund from Franklin County to complete a much needed upgrade to the City's E911 system. This legislation is a request to use Safety Bond Funds to purchase an upgraded Digital Communications Recording System. The current system is an analog and does not have the speech and screen capture capabilities of the Digital System
A Digital Communications Recording System is an equipment that is essential in logging Police, Fire and EMS, E911 dispatched calls, and radio communications. The Digital Communication Recording System, along with the other upgrades to the E911
system, will have the additional functionality of speech anaytics, screen capture, quality assurance software and will support the digital upgrade of the voice communication system.
Bid Information: Sole Source Provider: Sound Communications Inc. CC #311331321 - expires 4-11-2014
Emergency Designation: Emergency designation is requested to ensure the continued reliability of the Police and Fire Communication Systems.
FISCAL IMPACT: This legislation authorizes the purchase of a Digital Communications Recording System for Police and Fire communications from Sound Communications Inc., under the sole source provision of the Columbus City Code. Funding for this expenditure is available in Public Safety's Capital Improvement Fund. This ordinance will also amend the 2012 Capital Improvement Budget (CIB) and transfer funds between projects between the Safety Bond Fund.
Title
To amend the 2012 Capital Improvement Budget; to authorize the City Auditor to transfer funds between projects within the Department of Public Safety's Bond Fund; to authorize and direct the Director of Finance and Management to establish a purchase order with Sound Communications Inc. to purchase an upgraded Audio Digital Communications Recording System for the Police and Fire Communications System in accordance with the sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $438,822.95 from Public Safety's Capital Improvement Fund, and to declare an emergency. ($438,822.95).
Body
WHEREAS, it is necessary to amend the 2012 Capital Improvement Budget and transfer cash within projects within the Department of Public Safety's Bond fund; and,
WHEREAS, the is a need to purchase an upgrade to Police and Fire's Communications Recording System in order to improve the system from an analog to digital capability and allow for speech analytics and screen capture; and,
WHEREAS, the Division of Support Services has a need to establish a purchase order with Sound Communications Inc., to purchase an upgraded Audio Digital Communications Recording System for the Police and Fire Communications System; and,
WHEREAS, Sound Communications Inc., is the original provider of the current system and is the sole provider of maintenance, software, and licenses for the system; and
WHEREAS, this purchase order is being established under the Sole Source provision provided in Section 329.07 of the Columbus City Code; and,
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Safety, Division of Communications in that it is immediately necessary to purchase an upgraded Audio Digital Communications Recording System for the Police and Fire Communications System in order to preserve the public peace, health, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2012 Capital Improvement Budget is hereby amended as follows;
Fund;701 Voted Carryover|Project name;Sirens|Project No;310106-100000|Current Authority;$200,000|Revised Authority;$121,190|Difference;($78,810)
Fund;701 Voted Carryover|Project name;Sirens|Project No;310106-100000|Current Authority;$121,190|Revised Authority;$0|Difference;($121,190)
Fund;701 Voted Carryover|Project name;Communications Facility Renovation|Project No;457001-100000|Current Authority;$0|Revised Authority;$18,119|Difference;$18,119
(To account for encumbrance cancellation)
Fund;701 Voted Carryover|Project name;Communications Facility Renovation|Project No;457001-100000|Current Authority;$18,119|Revised Authority;$0|Difference;($18,119)
Fund;701 Voted Carryover|Project name;Police Facility Renovation|Project No;330021-100000|Current Authority;$430,000|Revised Authority;$508,810|Difference;$78,810
Fund;701 Voted Carryover|Project name;Police Facility Renovation|Project No;330021-100000|Current Authority;$508,810|Revised Authority;$178,810|Difference;$(330,000)
Fund;701 Voted Carryover|Project name;Fire Station Land Acquisition|Project No;340104-100000|Current Authority;$212,714|Revised Authority;$0|Difference;($212,714)
Fund;701 Voted Carryover|Project name;Fire Facility Renovation|Project No;340103-100000|Current Authority;$131,690|Revised Authority;$44,888|Difference;($86,802)
Fund; 701 Voted Carryover|Project Name;Police and Fire Communications System|Project No 320001-100000|Current Authority;$0|Revised Authority;$438,823|Difference; $438,823
SECTION 2. That the City Auditor is hereby authorized and directed to transfer funds within the Department of Public Safety's Voted Carryover Fund as follows:
FROM:
Dept/Div: 30-01| Fund: 701|Project Number 310106-100000|Project Name -Sirens |OCA Code: 644518|OL3: 6644 |Amount $121,190.00
Fund: 701|Project Number 457001-100000|Project Name -Communications Facility Renovation|OCA Code: 644468|OL3: 6620 |Amount $18,118.01
Dept/Div: 30-04| Fund: 701|Project Number 340104-100000|Project Name -Fire Station Land Acquisition|OCA Code: 711104|OL3: 6620 |Amount $212,713.47
Dept/Div: 30-04| Fund: 701|Project Number 340103-100000|Project Name -Fire Facility Renovation|OCA Code: 644559|OL3: 6620 |Amount $86,801.47
TO:
Dept/Div: 30-02|Fund: 701|Project Number 320001-100000|Project Name -Police and Fire Communications System|OCA Code: 642629|OL3: 6644 |Amount $438,822.95
SECTION 3. That the Director of the Department of Finance, on behalf of the Division of Support Services, is hereby authorized to establish a purchase order with Sound Communications, Inc., to purchase an upgraded Audio Digital Communications Recording System for the Police and Fire Communications System.
SECTION 4. That this agreement is made in accordance with the Sole Source provision of Section 329.07 of the Columbus City Code.
SECTION 5. That for the purpose stated in Section 3 hereof, the expenditure of $438,822.95, or so much thereof as may be needed, is hereby authorized from:
Fund: 701|Project Number 320001-100000|Name -Police and Fire Communications System|OCA Code 642629|Amount $438,822.95|Object Level 3 - 6644
SECTION 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 7. 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 8. 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.