Explanation
BACKGROUND: This ordinance authorizes the Director of Public Safety to enter into a contract with Intergraph Corporation to install a new Computer Aided Dispatch (CAD) System at the Police and Fire Communications Center. CAD is used to assist in processing calls from the public to the Department of Public Safety's dispatch center (both Police and Fire). The system dramatically aids the call-takers and dispatchers by electronically moving pertinent data to the proper field personnel over voice or data communications. CAD also stores data for record-keeping purposes. The current CAD system was purchased in 1991and was upgraded in 1999. Because of the age of the system, maintenance has grown costly in recent years and the system requires frequent updates that causes downtime. In 2007, the city contracted with eGov Consulting Services LLC to assist in Request For Proposal (RFP) development, vendor evaluation, vendor negotiation, and the transition to a new system.
The selection process for this contract was completed in accordance with the competitive procurement provisions under Section 329.14 of the Columbus City Code. Proposals were received for a new system in late 2008, with negotiations on-going throughout 2009. The new CAD will include a new base system with Mobile Environment features, a Fire RMS (record management system), interfaces with existing technologies, automated false alarm billing, and a backup communication center.
Five (5) firms submitted proposals as follows:
Firm City/State Status_______________________Minority
Intergraph Corporation Huntsville, Al. Compliant: 9/21/09 - 9/21/2011 NO
Tiburon Pleasanton, CA Compliant: 9/03/08 - 9/03/2010 NO
Positron Atlanta, GA Compliant: 10/1/08 - 10/1/2010 NO
Motorola, Inc. Westminister, CO Compliant: 3/07/08 - 3/07/2010 NO
Sungard Public Sector Wayne, PA Not Compliant NO
After an in depth evaluation and demonstrations of the proposals from the vendors, the evaluation committee determined that Intergraph Corporation submitted the best overall proposal for the new CAD system. The Public Safety Director concurs with the recommendation of the evaluation committee and selects Intergraph Corporation as the best proposal. Project completion is scheduled for June 2011.
This ordinance also authorizes the appropriation and transfer of $7,200,000 from the Special Income Tax Fund to the Public Safety Capital Improvement Fund.
EMERGENCY DESIGNATION: Emergency designation is requested due to the need to have a new system up and running as soon as possible due to the age of the current CAD system.
Contract compliance: Intergraph Corporation # 63-0573222 expires 09/21/2011
FISCAL IMPACT: This ordinance authorizes an appropriation and expenditure of $7.2 million from the Safety Voted Bond fund to enter into contract to replace the Police and Fire CAD system. This project is included in the current 2009 Capital Improvement Budget through ordinance 1199-2009, which is an amendment to the original 2009 Capital Improvement Budget. The transfer of funds from the Special Income Tax (SIT) Fund is only a temporary measure until bonds are sold later in the year to reimburse the SIT.
Title
To authorize the Director of Public Safety to enter into contract with Intergraph Corporation on behalf of the Division of Support Services, for the purchase and installation of a Computer Aided Dispatch System at the Police and Fire communication center, to authorize and direct the City Auditor to appropriate and transfer $7,200,000.00 from the Special Income Tax Fund to the Public Safety Capital Improvement Fund, to authorize the expenditure of $7,200,000 from the Public Safety Capital Improvement Fund; and to declare an emergency. ($7,200,000.00).
Body
WHEREAS, there is a need to replace the existing Computer Aided Dispatch System, and
WHEREAS, Request for Proposals (RFP) were solicited and received in accordance with Columbus City Codes, and
WHEREAS, it is necessary to transfer funds from the Special Income Tax Fund to this project, and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund, and
WHEREAS, this transfer should be considered to be a temporary funding method, and
WHEREAS, the aggregate principal amount of obligations which the city will issue to finance this renovation is presently expected not to exceed $7,200,000.00, and
WHEREAS, the city anticipates incurring certain original expenditures (as defined in Section 1.150-2(c) of the treasury regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986 as amended with respect to the project described in this ordinance (the "Project"), and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to authorize the Director of Public Safety to enter into a contract with Intergraph Cooperation for the replacement of the Computer Aided Dispatch system, thereby preserving 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 Public Safety Director is hereby authorized to enter into contract with Intergraph Corporation on behalf of the Division of Support Services, for the purchase and installation of a Computer Aided Dispatch System at the Police and Fire communication center.
SECTION 2. That the sum of $7,200,000.00 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 430, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2009 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023, Object Level Three 5502.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the Public Safety Capital Improvement Fund 701, at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
SECTION 4. That the amount of $7,200,000.00 is hereby transferred and appropriated to the Support Services Division, 30-02, Public Safety Capital Improvement Fund, Fund 701, Police-Fire Comp. Aided Dispatch System - 320016-100000, Object Level One 06, Object Level Three Code 6644, OCA 701016.
SECTION 5. That upon obtaining other funds for the purchase and installation of the CAD System at the Police and Fire dispatching center, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 3.
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SECTION 6. That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in Section 3, above.
SECTION 7. That the City intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $7,200,000.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of the Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse the fund from which the advance for costs of the Project will be made.
SECTION 8. That the expenditure of $7,200,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 30-02
Fund: 701
OCA Code: 701016
Object Level: 06
Object Level 3: 6644
Project: 320016
Amount $7,200,000.00
SECTION 9. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 10. 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 of ten days after passage if the Mayor neither approves nor vetoes the same.