Explanation
BACKGROUND: This ordinance authorizes the Director of Public Safety to enter into contract with Joloha Enterprises dba Roach-Reid Office Systems for the purpose of the upgrade, redesign, construction, and installation of updated audio visual hardware and software associated with the interview room recording system at the Division of Police Headquarters. The current system is the I-Record system that Roach-Reid Office Systems installed for the Division and is now end of life and thus the software upgrade and hardware upgrade is needed to continue having the interview room recordings functional as well as maintaining the current data that is in the system. The upgraded system will allow for better audio and video quality, upgraded technological specifications, as well as allowing for an upgraded digital footprint associated with all video evidence as well as management of same evidence. The Contractor originally installed and has maintained all of the existing hardware and software regarding the interview rooms at the Division of Police Headquarters. The upgrade of the current system has a significant cost savings compared to obtaining a completely new system, software, and components through a different vendor as well as preserving the integrity of our existing video evidence.
Bid Information: Roach-Reid Office Systems is the sole source provider in the State of Ohio of the I-Record System and thus will allow us to upgrade our current system without loss of data and evidence; therefore, this contract is being awarded pursuant to the sole source provisions of Chapter 329 of City Code. Roach Reid is the only vendor in the State of Ohio that is an authorized dealer of the I-Record Software and Hardware Products
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Contract Compliance Number: CC006834 expires April 19, 2020.
EMERGENCY DESIGNATION: Emergency legislation is needed to allow for immediate upgrade, design, construction, and installation of the new hardware and software in the Division of Police Headquarters interview rooms.
FISCAL IMPACT: This ordinance authorizes an expenditure of $75,411.00 from the Law Enforcement Contraband Seizure Fund with Joloha Enterprises dba Roach-Reid Office Systems.
Title
To authorize the Director of Public Safety to enter into contract with Joloha Enterprises dba Roach-Reid Office Systems for the purpose of the upgrade, redesign, construction, and installation of updated audio visual hardware and software associated with the interview room recording system at the Division of Police Headquarters; to authorize an expenditure of $75,411.00 from the Law Enforcement Contraband Seizure Fund; and to declare an emergency. ($75,411.00)
Body
WHEREAS, the Division of Police has a need for the upgrade, redesign, construction, and installation of updated audio visual hardware and software associated with the interview room recording system at the Division of Police Headquarters; and,
WHEREAS, this upgrade will allow the interview rooms to remain functional as well as have updated hardware and software to continue the recordings of interviews in accordance with State Law as well as maintaining and preserving the integrity of our existing video evidence files and criminal investigations; and,
WHEREAS, Joloha Enterprises dba Roach-Reid Office Systems is the sole source provider in the State of Ohio of the I-Record System; and,
WHEREAS, this contract is being awarded pursuant to the provisions of Chapter 329 of City Code relating to sole source procurement; and,
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Police, in that it is necessary to enter into contract for the upgrade, redesign, construction, and installation of updated audio visual hardware and software associated with the interview room recording system, 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 Director of Public Safety be and is hereby authorized to enter into contract with Joloha Enterprises dba Roach-Reid Office Systems for the purpose of the upgrade, redesign, construction, and installation of updated audio visual hardware and software associated with the interview room recording system at the Division of Police Headquarters.
SECTION 2. That the expenditure of $75,411.00, or so much thereof as may be needed, is hereby authorized within the Law Enforcement Contraband Seizure Fund in Object Class 03 Contractual Services per the accounting codes in the spreadsheet attached to this ordinance:
SECTION 3. That said contract is hereby awarded in accordance with the sole source provisions of Chapter 329 of the Columbus City Code.
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 and to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
SECTION 5. 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 6. 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.