Explanation
This ordinance authorizes the City Auditor to set up a certificate in the amount of $500,000.00 to implement a comprehensive Report Management System for the Division of Police. The Report Management System currently employed by the Division of Police needs upgraded in order to manage complex investigations in a digital environment. There are companies that have developed software programs designed specifically to meet the needs of police investigators, staff, and their command structure.
The Department of Public Safety, Division of Police, will solicit proposals for the comprehensive Report Management System. Due to numerous factors, this process was not able to be completed in 2024. The funds to be certified following passage of this ordinance will be used to contract with a qualified vendor for the implementation of a comprehensive Report Management System. This vendor will be selected through the formal solicitation of proposals. After proposals have been accepted, the Department of Public Safety, Division of Police, will submit an ordinance seeking Council authorization to enter into a contract. This ordinance also authorizes the expenditure of $500,000.00 for the purpose described above.
Emergency Justification: Emergency action is being requested so that a certificate can be established prior to the City Auditor’s 2024 year-end deadline.
Fiscal Impact: $500,000.00 was expressly budgeted, and is available in the 2024 Division of Police General Fund Budget for implementation of a comprehensive Report Management System.
Title
To authorize and direct the City Auditor to set up a certificate in the amount of $500,000.00 to enter into contract for the implementation of a comprehensive Report Management System for the Division of Police; to authorize the expenditure of $500,000.00 from the General Fund for the purpose described above, and to declare an emergency. ($500,000.00)
Body
WHEREAS, the Division of Police needs to upgrade the Reports Management System to meet the needs of investigators managing complex investigations in a digital environment; and
WHEREAS, funds totaling $500,000.00 were budgeted in the Division of Police's 2024 General Fund Budget for the purpose of contracting with a qualified vendor to develop and implement the above-noted system; and
WHEREAS, in accordance with the relevant provisions of the Columbus City Code, Chapter 329 the Department of Public Safety, Division of Police will solicit formal proposals for the above-noted system; and
WHEREAS, to ensure the availability of funds budgeted in the 2024 General Fund Budget for the above-noted purpose in 2025, it is necessary to authorize the City Auditor to establish a certificate in the amount of $500,000.00; and
WHEREAS, it is necessary to authorize the expenditure of $500,000.00 from the General Fund; and
WHEREAS, the Department of Public Safety, Division of Police will submit an ordinance seeking Council authorization to enter into contract with the selected vendor; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Police in that it is immediately necessary to authorize the City Auditor to establish a certificate in the amount of $500,000.00 to ensure the availability of funds for the implementation of a comprehensive Records Management System for the immediate preservation of 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 City Auditor is hereby authorized to establish a certificate in the amount of $500,000.00 to ensure the availability of funds in 2025 to contract with a qualified vendor to develop and implement a comprehensive Records Management System for the Division of Police.
SECTION 2. That the Department of Public Safety, Division of Police will submit a future ordinance seeking Council authorization to enter into contract with the selected vendor.
SECTION 3. That the expenditure of $500,000.00, or so much thereof as may be needed, is hereby authorized in the General Fund 1000 in object class 03 per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 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 10 days after passage if the Mayor neither approves nor vetoes the same.