Explanation
BACKGROUND: This ordinance authorizes the Director of Public Safety to enter into a contract with Equipment Simulations LLC DBA Sims U Share for the Division of Fire's Sims U Share virtual private server and simulation builder subscription. This service is utilized by the Division of Fire to design and run training simulations within a virtual replica of the City of Columbus. The service is utilized for such tasks as: weekly entire division command training for Emergency Services; Officer training; EMSO training; training for high-risk, or hazardous buildings; Fire Prevention Bureau training. Prior incident data is also utilized to identify areas with opportunity for improvement with simulations designed and run to assist in determining better procedures for future real-world incident responses.
The term of this contract is for five (5) years with reimbursement of expenses prior to the issuance of the purchase order starting October 6, 2024. Funding for this contract will be encumbered on a year-to-year basis contingent upon the approval of City Council and certification of funds by the City Auditor.
The cost has been negotiated and quoted as shown below.
Year 1: $7,995.00
Year 2: $8,495.00
Year 3: $8,995.00
Year 4: $9,495.00
Year 5: $9,995.00
Total: $44,975.00
CONTRACT COMPLIANCE: Equipment Simulations LLC DBA Sims U Share, Fed Tax ID: #56-2672082,
Vendor # 046236
Bid Waiver Justification: The Division of Fire has successfully implemented this specialized and unique program with Equipment Simulations LLC DBA Sims U Share and does not seek an alternative solution at this time. The Sims U Share virtual private server and simulation builder subscription is an indispensable agent utilized by the Division of Fire ultimately to improve employee and citizen safety via rigorous training and realistic simulations.
Emergency Designation: The Division of Fire is requesting this legislation be declared an emergency measure to make funding immediately available and expedite authorization of this contract to prevent an interruption in this service.
FISCAL IMPACT: This ordinance authorizes the expenditure of $7,995.00 from the General Fund. The Division of Fire expended $12,195.00 in 2023 for this subscription (for the 2023-2024 contract period).
Title
To authorize the Director of the Department of Public Safety to enter into a contract with Equipment Simulations LLC DBA Sims U Share for virtual private server and simulation builder subscription service for the Division of Fire; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $7,995.00 from the General Fund; and to declare an emergency. ($7,995.00)
Body
WHEREAS, the Columbus Division of Fire has a need for Equipment Simulations LLC DBA Sims U Share’s virtual private server and simulation builder subscription service; and
WHEREAS, it is necessary to authorize the Director of Public Safety, on behalf of the Division of Fire, to enter in to a five (5) year contract with Equipment Simulations LLC DBA Sims U Share, with reimbursement for expenses prior to the issuance of a purchase order authorized from and after October 6, 2024; and
WHEREAS, the cost for the first (1st) year of this contract with Equipment Simulations LLC DBA Sims U Share is $7,995.00; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329 to enter in to this contract given the specialized and unique nature of the services provided; 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 Director of Public Safety on behalf of the Division of Fire to enter in to a contract with Equipment Simulations LLC DBA Sims U Share to prevent disruption of the Sims U Share virtual private server and simulation builder subscription service for the immediate preservation of the public health, peace, property, welfare, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Safety be and is hereby authorized to enter into a five (5) year contract with Equipment Simulations LLC DBA Sims U Share for virtual private server and simulation builder subscription service, with reimbursement for expenses prior to the issuance of a purchase order authorized from and after October 6, 2024.
SECTION 2. That the funding for this contract will be encumbered on a year-to-year basis contingent upon the approval of City Council and certification of funds by the City Auditor.
SECTION 3. That the expenditure of $7,995.00, or so much thereof as may be necessary for the aforementioned service, be and is hereby authorized from the General Fund, per the accounting codes in the attachment to this ordinance.
SECTION 4. That this Council finds it to be in the best interests of the City to waive the relevant provisions of Chapter 329 of City Code relating to Competitive bidding for this purchase, and does hereby waive the same.
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 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 7. 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.