Explanation
BACKGROUND: This ordinance authorizes the Director of Public Safety to modify the existing five (5) year contract with Equipment Simulations LLC DBA Sims U Share to correct a drafting error in the maximum obligation term of the contract to allow for an increase in the annual maximum contract amount to be paid under any purchase order associated with the contract from $7,995.00 to $9,995.00 which is the highest annual amount to be paid during the five (5) year term of the contract and the fixed amount quoted for the final year of the multi-year contract and to Fund Year 2 of the contract for the Division of Fire's Sims U Share virtual private server and simulation builder subscription.
The current contract was authorized by Ordinance 0999-2025 that passed on April 28, 2025. The agreement has pricing and services for five (5) years, subject to annual authorization and appropriation by Columbus City Council. 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.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification for Year 2 of the contract is $8,495.00. The total contract amount including this modification through Year 2 is $16,490.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract and was permitted by Ordinance 0999-2025 with funding for this contract encumbered on a year-to-year basis contingent upon the approval of City Council and certification of funds by the City Auditor. This legislation modifies the existing contract to allow for an increase in the maximum contract amount to be paid annually under any purchase order associated with the contract from $7,995.00 to $9,995.00 which is the fixed amount quoted for the final year of the multi-year contract.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: Equipment Simulations LLC DBA Sims U Share provided a five (5) year quote as shown in Ordinance 0999-2025.
CONTRACT COMPLIANCE: Equipment Simulations LLC DBA Sims U Share, Fed Tax ID: #56-2672082, Vendor # 046236
FISCAL IMPACT: This ordinance authorizes the expenditure of $8,495.00 from the General Fund for Year 2 of the multi-year contract with Equipment Simulations LLC DBA Sims U Share. The Division of Fire expended $7,995.00 in 2025 for this subscription (for the 2024-2025 contract period).
EMERGENCY ACTION: This ordinance is submitted as an emergency to correct a drafting error in the maximum obligation term of the contract and so as to not delay program services and to allow the financial transactions to be posted to the City’s accounting system as soon as possible.
Title
To authorize the Director of the Department of Public Safety to modify the existing contract with Equipment Simulations LLC DBA Sims U Share to correct a drafting error in the maximum obligation term of the contract by increasing the annual amount to be paid under any purchase order associated with the contract from $7,995.00 to $9,995.00, and to fund Year 2 of the multi-year contract in the amount of $8,495.00; to authorize the expenditure of $8,495.00 from the General Fund; and to declare an emergency. ($8,495.00)
Body
WHEREAS, the current five (5) year contract between the City of Columbus, Department of Public Safety, Division of Fire and Equipment Simulations LLC DBA Sims U Share was originally authorized by Ordinance 0999-2025, and is subject to annual appropriation and approval by Columbus City Council; and
WHEREAS, it is necessary to authorize the Director of Public Safety, on behalf of the Division of Fire, to modify the existing five (5) year contract with Equipment Simulations LLC DBA Sims U Share to correct a drafting error in the maximum obligation term of the contract to increase the maximum contract amount to be paid annually under any purchase order associated with the contract from $7,995.00 to $9,995.00 which is the highest annual amount to be paid during the five (5) year term of the contract and the fixed amount quoted for the final year of the multi-year contract, and to fund Year 2 of the contract for the Division of Fire's Sims U Share virtual private server and simulation builder subscription, in the total amount of $8,495.00; and
WHEREAS, Sims U Share software is utilized by the Division of Fire to design and run training simulations within a virtual replica of the City of Columbus for such tasks, including, but not limited to: weekly entire division command training for Emergency Services; Officer training; EMSO training; training for high-risk, or hazardous buildings; and Fire Prevention Bureau training; 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 modify the existing contract with Equipment Simulations LLC DBA Sims U Share to correct a drafting error in the maximum obligation term of the contract by increasing the annual amount to be paid under any purchase order associated with the contract from $7,995.00 to $9,995.00 which is the highest annual amount to be paid during t five-year term of the contract and the fixed amount quoted for the final year of the multi-year contract, and to fund Year 2 contract to ensure that this service continues uninterrupted, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Safety, on behalf of the Division of Fire be and is hereby authorized to modify the existing five (5) year contract with Equipment Simulations LLC DBA Sims U Share to correct a drafting error in the maximum obligation term of the contract by increasing the annual amount to be paid under any purchase order associated with the contract from $7,995.00 to $9,995.00, and to fund Year 2 of the contract in the amount of $8,495.00.
SECTION 2. That the expenditure of $8,495.00, 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 3. 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 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 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.