Explanation
BACKGROUND: In 2002, the Division of Police purchased and implemented a computerized Ohio Based Reporting System/National Incident Based Reporting System (OIBRS/NIBRS), per Ordinance 2253-01 passed 12/17/01, for offense and complaint/incident reports. As part of the original contract, the Division was provided the option to renew for five (5) additional, one-year annual software support and maintenance terms. In 2008, a new software support and maintenance services contract with the existing vendor was entered into (EL008219) and made effective March 1, 2008 under the authority of Ordinance 0538-2008. The terms of contract EL008219 allow for the option to renew four (4) additional one (1) year terms. The Division of Police renewed the existing contract for a second year of software support and maintenance services (EL009638), under the authority of Ordinance 1029-2009.
Motorola has developed PremierOne, the next generation web-based records management system, which will eventually replace the proprietary system currently in use by the Division. This customized system software upgrade will run parallel with our current system, and will require sufficient time for testing and customization before it can be fully operational. Available funding has been identified to purchase two module upgrades. It is immediately necessary to purchase the customized software upgrades in preparation for the future migration to the next generation PremierOne system, and before the City year end close of business, to prevent the loss of appropriations.
Bid Information: Ordinance 0538-2008 was authorized in accordance with Section 329.07 (e) (Sole Source) of the Columbus City Codes, due to the proprietary nature of the software currently in use by the Columbus Division of Police. The cost associated with these services was based upon negotiations with the existing vendor to ensure the best pricing for the City of Columbus and the Division of Police.
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 finding for recovery certified search.
Contract Compliance No.: 36-1115800, Expires 03/07/2010
Emergency Designation: Emergency legislation is requested for this ordinance so as to allow sufficient time for a purchase order to be issued from the existing seizure fund appropriation.
FISCAL IMPACT: This ordinance authorizes an expenditure of $30,000.00 from the Law Enforcement Seizure fund for the purchase of two customized software upgrades for the OIBRS/NIBRS system with Motorola for the Division of Police. There is no financial impact on the General Fund for this purchase.
Title
To authorize and direct the Public Safety Director to modify the existing contract to purchase the next generation proprietary system software upgrades from Motorola, Inc. for the National Incident Based Reporting System for the Division of Police in accordance with the sole source provisions of the Columbus City Codes; to authorize the expenditure of $30,000.00 from Law Enforcement Seizure Fund: and to declare an emergency. ($30,000.00)
Body
WHEREAS, in 2008 the Division of Police entered into a new contract with Motorola, Inc., for software support and maintenance services for the computerized Ohio Based Reporting System/National Incident Based Reporting System (OIBRS/NIBRS), and
WHEREAS, Motorola is the sole source provider of this software program, and
WHEREAS, the current contract was renewed for services in 2009, and
WHEREAS, software upgrades are necessary to run the OIBRS/NIBRS systems, and
WHEREAS, Law Enforcement Seizure Funds are available for this purchase of customized software upgrades, 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 for the Division of Police to modify the current contract to purchase necessary software upgrades from the existing vendor, Motorola, Inc., and to utilize appropriated funds which will lapse if not encumbered before the end of 2009 for the preservation of public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Safety Director be and hereby is authorized to modify the current contract in the amount of $30,000.00 to Motorola, Inc. for the purchase of two customized software upgrades for the Narcotics and Internal Affairs Bureaus of the Division of Police, Department of Safety.
SECTION 2. That the expenditure of $30,000.00, or so much thereof as may be needed, be and the same is hereby authorized as follows:
DIV 30-03| Fund 219 | OBJ LEV (1 ) 02 | OBJ LEV (3 ) 2224 | OCA 300988 | Subfund 016| $30,000.00 |
SECTION 3. That said contract shall be awarded in accordance with provisions of Section 329.07e (Sole Source) of the Columbus City Codes, 1959.
SECTION 4. 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.