Explanation
Background
A. Need: The Division of Police needs to exercise the option of purchasing from Sagem Morpho, Inc. (CT#13742 & CT#15893) the fifth and final term from the 5-year maintenance and support agreement to continue support for another 1-year maintenance term, in order to continue to maintain the Automated Identification Management System (AIMS). The total cost for this term is $176,181.32.
B. Bid Information: The Division of Police initiated an extensive Request For Proposal process in 1991 to purchase the AIMS, which includes the Automated Fingerprint Identification System (AFIS). Based on established evaluation criteria, Sagem Morpho was awarded the contract March 10, 1992. The provisions for the renewed maintenance contract (ord. #1245-99, passed 6-7-99) provided for 5, 1-year renewable terms and associated maintenance hardware upgrades and associated costs. This purchase is for the fifth term and associated costs.
C. Contract Compliance No: 33-0154789
D. Emergency Designation: Emergency legislation is requested for this ordinance so as to allow for the funds to become available for the renewal and modification of the maintenance contract for the continued operation of the AFIS system for Division of Police. Need is critical due to the fact that the current term of the maintenance contract expired February 29, 2003, and that the fifth term needs to be purchased to maintain normal operations.
2. FISCAL IMPACT:
This purchase of $176,181.32 for the 2003 term is from funds identified, appropriated and budgeted for this purpose in the 2003 General Fund Budget.
Title
To authorize the Safety Director to renew and modify an existing contract with Sagem Morpho, Inc. for the Division of Police for the continuation of maintenance support, and to authorize the expenditure of $176,181.32 for the Division of Police from the General Fund, and to declare an emergency. ($176,181.32)
Body
WHEREAS, the Division of Police purchased an Automated Identification Management System (AIMS) by means of a Request For Proposal (RFP) process in March, 1992 and subsequent maintenance support contract from Sagem Morpho, Inc.; and
WHEREAS, the accurate and continual operation of the AIMS system is critical to police identification and investigations; and
WHEREAS, the term of the maintenance contract expired February 28, 1999, and the Division of Police renewed the contract (ord. #1245-99, passed 6-7-99) to provide another 5, 1-year terms; and
WHEREAS, the Division wants to purchase the fifth and final 1-year maintenance term allowable under the current maintenance contract; and
WHEREAS, funds from the Division of Police 2003 General funds comprise this purchase and those funds have been budgeted and appropriated; and
WHEREAS, an emergency exists in the usual operation of the Division of Police, Department of Public Safety, in that the 4th maintenance term has expired and it is immediately necessary to purchase the fifth maintenance term for the continuation of system maintenance and support in order to preserve 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 Safety Director be and is hereby authorized to purchase the fifth maintenance term from Sagem Morpho, Inc. in the total amount of $176,181.32, for the Division of Police, Department of Safety.
Section 2. That the expenditure of $176,181.32 or so much thereof as may be needed, be and the same is hereby authorized is follows:
Division Fund Obj. Lev 1 Obj. Lev 3 OCA Amount
30-03 010 03 3372 300798 $176,181.32
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 enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.