Explanation
BACKGROUND: This legislation will authorize the Director of the Department of Technology and the Director of the Department of Public Safety, Division of Police, to enter into a contract for maintenance and support services of the Mugshot Database System from DataWorks Plus, LLC. The Central Ohio Data Sharing Initiative was awarded funds through the FY 2007 COPS Technology Program (pursuant to Ordinance #1607-2007) for the purchase of standardized hardware/software, including a web-based Mugshot Database System.
The most recent contract was authorized by ordinance 1308-2015, passed June 8, 2015 through purchase order EL014325 for one year of maintenance and support services ($25,136.00) and system upgrades ($15,548.00) at a total cost of $40,684.00. This ordinance authorizes the Director of the Department of Technology and the Director of the Department of Public Safety, Division of Police, to enter into a contract with DataWorks Plus for maintenance and support services for the Mugshot Database System at a cost of $19,495.40 for the coverage term period from April 1, 2016 through March 31, 2017.
DataWorks Plus, LLC is the sole provider and copyright holder of the Mugshot database system utilized by the Department of Public Safety, Division of Police. Accordingly, DataWorks Plus LLC is the sole source of supply for upgrades, maintenance, support, new releases, and additional copies of these products. Therefore, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329.
CONTRACT COMPLIANCE:
DataWorks Plus LLC CC#: 57-1104887 Expiration Date: 12/24/17
(Vendor Account # DAX: 009425)
EMERGENCY: Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT: In 2014 ($28,846.00) and 2015 ($40,684.00) was expended for software maintenance and support services and system upgrades with DataWorks Plus, LLC for the Mugshot Database System. This year, the cost is $19,495.40 for software maintenance and support services. Funds are budgeted and available within the Department of Technology, direct charge agency, Information Services Operating Fund.
Title
To authorize the Director of the Department of Technology and the Director of the Department of Public Safety to enter into a contract with DataWorks Plus, LLC for maintenance and support services associated with the Mugshot Database system in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $19,495.40 from the Department of Technology, Information Services Operating Fund; and to declare an emergency ($19,495.40)
Body
WHEREAS, it is necessary to authorize the Directors of the Department of Technology and the Department of Public Safety to enter into a software maintenance support services with DataWorks Plus, LLC for the Division of Police’s Mugshots Database System to avoid an interruption in services; and
WHEREAS, the Mugshot Database System is an investigative mugshot and booking records management system. This invaluable tool enables the Division of Police to capture, manage, search, and run reports related to mugshot data; and
WHEREAS, this ordinance will authorize the purchase of software maintenance and support services of the Mugshot Database System, at a cost of $19,495.40, for the coverage term period from April 1, 2016 through March 31, 2017; and
WHEREAS, this ordinance is being submitted in accordance with the sole source provisions of the Columbus City Code, Chapter 329; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology and Department of Public Safety in that it is immediately necessary to authorize the Directors to enter into a contract for software support and maintenance services on the Division of Police’s Mugshot Database 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 Directors of the Department of Technology and the Department of Public Safety be and are hereby authorized to enter into an agreement with DataWorks Plus LLC, for software maintenance and support services for the Division of Police’s Mugshot Database system for a coverage period from April 1, 2016 through March 31, 2017 at a cost of $19,495.40.
SECTION 2. That the expenditure of $19,495.40. or so much thereof as may be needed is hereby authorized to expend from: (see attachment 0198-2016 EXP):
Dept: 47| Div: 47-01| Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program CW001 | Section 3: 470104| Section 4: IS01| Optional Field: IT00031{Police Division}| Amount $19,495.40|{Maintenance of software}
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, the City Auditor shall establish such account 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 said contract shall be awarded in accordance with the sole source provisions of Chapter 329 of the Columbus City Code.
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 is the Mayor neither approves or vetoes the same.