Explanation
BACKGROUND: The Department of Public Safety, Division of Police, upgraded its existing Automated Fingerprint Identification System (AFIS) in 2005. The Division of Police uses this technology for fingerprint identification. In 2008, the Division of Police entered into a maintenance contract (EL007917), including the option to renew for four additional, one year terms. In 2013, a new contract with the existing vendor was entered into, EL014323, and made effective on April 22, 2013 by ordinance 0807-2013. The terms of contract EL014323 provided the option to renew the contract for three (3) additional one (1) year terms. This ordinance is requesting to enter into the third (3) renewal of the possible (3) three. This contract will only be for a nine (9) month period from March to September 2016 due to a new system being installed at the end of the (9) month period. A total of $439,793.00 is needed to cover the cost of maintenance and will be funded from the General Fund.
Bid Information: Ordinance 0807-2013 was authorized in accordance with the Sole Source provision of the Columbus City Code, due to the proprietary nature of AFIS technology and the prohibitive cost of conversion to a different system mandated the maintenance contract be purchased from the sole source provider, Morpho Trak, Inc.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Contract Compliance No.: 33-0154789 expires on 1/30/2017.
Emergency Designation: Emergency legislation is necessary so that Police may continue to check fingerprints utilizing the existing technology and contractor.
FISCAL IMPACT: This ordinance authorizes the transfer and expenditure of $439,793.00 within the Division of Police's General Fund budget for the third renewal contract with Morpho Trak for maintenance of the Automated Fingerprint Identification System (AFIS). Transfer from the division's transfer line item is a temporary measure and will be reimbursed if needed before the end of the year. A total of $557,248.00 was encumbered and spent in 2015, $520,851.00 in 2014 and $491,160.00 in 2013.
Title
To authorize the transfer of funds within the General Fund Budget for the Division of Police; to authorize and direct the Director of Public Safety to enter into the third renewal maintenance contract with Morpho Trak, Inc. for the Division of Police's Automated Fingerprint Identification System (AFIS) in accordance with provisions of sole source procurement; to authorize the expenditure of $439,793.00 from the General Fund; and to declare an emergency. ($439,793.00)
Body
WHEREAS, the Division of Police needs to renew the maintenance agreement for the current Automated Fingerprint Identification System (AFIS); and
WHEREAS, the AFIS system is an invaluable tool for law enforcement in the identification of fingerprints; and
WHEREAS, this contract was originally entered into in accordance with the relevant provisions of the Columbus City Code Chapter 329 relating to sole source providers; and
WHEREAS, funds need to be transferred within the Division of Police’s General Fund Budget; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to authorize the Director to enter into the third year of the contract for maintenance of the AFIS system 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 Director of Public Safety be and is hereby authorized and directed to enter into the thired year of the contract with MorphoTrak, Inc. for the purchase of a maintenance agreement for the Automated Fingerprint Identification System (AFIS) for the Division of Police, Department of Public Safety.
SECTION 2. That this contract was awarded in accordance with the sole source provisions of Columbus City Code, Chapter 329.
SECTION 3. That the transfer of $439,793.00 or so much thereof as may be needed, is hereby authorized between object classes within the General Fund Transfer Line per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $439,793.00 or so much thereof as may be needed, is hereby authorized in the General Fund in object class 03 contractual services per the accounting codes in the attachment to this ordinance.
SECTION 5. That for reasons stated in the preamble hereto, which is hereby made a part thereof, 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.