Explanation
Background: This legislation authorizes the Finance and Management Director to enter into an option contract (UTC) for Body Worn Cameras (BWC) and associated accessories, software, maintenance, and support for the Division of Police with Enforcement Video, LLC dba WatchGuard Video. Body Worn Cameras are a video recording system that is typically utilized by law enforcement to record interactions with the public or gather video evidence at crime scenes. The term of the proposed option contract is for five (5) years from the contract execution. The contract may be extended for up to two additional one (1) year periods, subject to mutual agreement by both parties.
Bid Information: RFQ001428 was advertised and Request For Proposal’s were received on June 23, 2016. Twelve (12) responses were received.
An evaluation committee consisted of representatives from: Columbus Chief Prosecutor, City Attorney’s Office; Sr. Policy Advisor, Mayor’s Office; Sergeant, Fraternal Order of Police; IT Operations Manager, Department of Technology; Commander, Division of Police; Department IT Coordinator, Department of Public Safety; and Management Analyst II, Records Section Manager, Division of Police. Of the twelve (12) vendors that submitted proposals, five (5) were selected for further evaluation and scoring. The Division of Police provided approximately thirty police officers to participate in a pilot program to test all provided equipment. Two (2) finalists were invited to submit detailed pricing. After review of the evaluation committee's work, the Directors of Finance and Management and Public Safety recommend acceptance of the proposal submitted by Enforcement Video, LLC dba WatchGuard Video.
A waiver of the Columbus City Codes is being requested as the current City Code does not provide an RFP process for other than professional services.
The vendor recommendation award to: Enforcement Video, LLC dba WatchGuard Video; CC#017898, Categories - Negotiated Contract, $1.00
Total Estimated first year expenditure: $500,000.00
This 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.
Emergency action is requested so that Body Worn Cameras can be utilized in the Division of Police as soon as practical.
Fiscal Impact: Funding to establish this $1 option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract with Enforcement Video, LLC dba WatchGuard Video for the Division of Police for the option to purchase Body Worn Cameras and associated accessories, software, maintenance, and support; to waive the applicable competitive bidding requirement of City Code Chapter 329; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, there is a need to purchase Body Worn Cameras for the Division of Police; and
WHEREAS, the Purchasing Office advertised and solicited formal bids. and
WHEREAS, after review the Directors of Finance and Management and Public Safety recommend acceptance of the proposal submitted by Enforcement Video, LLC dba WatchGuard Video, and
WHEREAS, this ordinance requests a waiver of applicable competitive bidding requirements of Chapter 329 of the City Code because the City Code does not provide for a Request For Proposal (RFP) process for goods; and
WHEREAS, this ordinance addresses Purchasing objectives of 1)maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Police, in that it is immediately necessary to enter into an option contract for the purchase of Body Worn Cameras for use by Police Officers for the immediate preservation of 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 Finance and Management Director is hereby authorized to establish an option contract for Body Worn Cameras (BWC) with Enforcement Video, LLC dba WatchGuard Video and associated accessories, software, maintenance, and support for the Division of Police in accordance with solicitation RFQ001428 for the term expiring five (5) years from contract execution. The contract may be extended for up to two additional one (1) year periods, subject to mutual agreement by both parties.
Enforcement Video, LLC dba WatchGuard Video, Negotiated Contract, $1.00
SECTION 2. That this Council finds it is in the best interest of the City of Columbus to waive the applicable competitive bidding requirements of Chapter 329 of the City Code.
SECTION 3. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Services, Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 4. That for the reason stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be and 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.