Explanation
Background: This ordinance authorizes the Director of Public Safety, on behalf of the Division of Fire, to modify an existing contract with ImageTrend, LLC, to include a license management product in the subscription to the comprehensive records management system (RMS) 2025-2026 contract. The modification amount authorized by this ordinance is $66,000.
ImageTrend, LLC was awarded a contract via ordinance 1664-2025 passed by Columbus City Council on June 30, 2025 to provide access to EMS and Fire Incident reporting, in addition to fire inspection reporting software. Each year, the Columbus Division of Fire (CFD) responds to over 170,000 calls for service. Each EMS incident requires an incident report to be completed in a NEMSIS 3.4 compliant format that meets national standards. This data and information is currently maintained in 2 local unsecured Access databases for analytics and annual reporting. The modification needed to this contract with ImageTrend, LLC is for a License Management product which will be responsible for the tracking of employee training and medical information and will be maintained in a new secure, cloud-based infrastructure for reliable access, ensuring licensing compliance with regulatory standards. This record keeping of data and information helps in maintaining inventory of various tools, supplies and other items for the Division of Fire.
SUPPLIER: ImageTrend, LLC, Vendor No.: 023084; FID: 41-1903871.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
The total amount of additional funds needed for this contract modification is $66,000. The total cost for this contract including modification for year 1 is $635,431.20. The option for this additional service was included as an optional add-on service in the quote for the existing contract. The need for additional funds was anticipated after identifying the need for secure databases. Work under this modification is a continuation of services included in the scope of the original contract and no other changes in pricing and/or conditions are anticipated at this time. The cost was determined through the vendor's original RFP response.
Fiscal Impact: This ordinance authorizes payment of the remaining balance of $66,000 to ImageTrend, LLC for the License Management system. Any future contract modification or extensions will be authorized in subsequent ordinances. Funds are available within the Department of Public Safety's 2025 General Fund Budget for this contract modification.
Emergency Designation: This ordinance is being processed as an emergency measure in order to meet the project timeline of issuing a Purchase Order thereby preventing interruption of this vital service.
Title
To authorize the Director of the Department of Public Safety, on behalf of the Division of Fire, to modify an existing contract with ImageTrend, LLC for a License Management system addition to the current comprehensive records management system; to authorize the expenditure of $66,000.00 from the General Fund; and to declare an emergency. ($66,000.00)
Body
WHEREAS, the Department of Public Safety, Division of Fire, has a continuing need for a license management system that, combined with the comprehensive records management system (RMS), meets all the City’s technology requirements and provides all of the management solutions for training compliance and medical information to be held in a secured database; and
WHEREAS, the Department of Public Safety, Division of Fire, requests a modification of an existing contract with ImageTrend, LLC to add funding for the license management system; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is immediately necessary to authorize the Public Safety Director to modify an existing contract with ImageTrend, LLC for a comprehensive records management system and to meet the project timeline of issuing a Purchase Order thereby preventing interruption of this vital service, all for the immediate preservation of the public peace, health, property, 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 to modify an existing contract with ImageTrend, LLC for a comprehensive records management system for the Division of Fire.
SECTION 2. That for the purpose stated in Section 1 hereof, the expenditure of $66,000, or so much thereof as may be needed, is hereby authorized from Fund 1000 General Fund, Subfund 100010 in object class 03 Services, per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. That for the reasons stated in the preamble hereto, which is made a part hereof, this ordinance is hereby declared to an emergency measure and shall take effect and be in force after passage and approval by the Mayor, or 10 days after passage if the Mayor neither vetoes nor approves the same.