Explanation
BACKGROUND: This ordinance authorizes the Director of Finance and Management to enter into contract with Business Information Systems, Inc., for the purchase and installation of a new digital audio/video recording system for the Background Investigation Section. The Polygraph Unit within the Background Investigation Section performs pre-employment and criminal polygraph examinations. The current system only allows for one detective to observe and listen to the interview at a time and will not allow multiple detectives to discuss what is being recorded during the interview. This system will replace the current obsolete system, making the entire process more efficient. Failure to update and replace the current recording system will make it more difficult for detectives to listen to examinations, and will cause delays in public records requests.
Bid Information: The formal bid for the audio/video recording system, RFQ007214, was opened on November 11, 2017. Two bids were received. Business Information Systems, Inc. submitted a bid for $23,423.99. David Meagher submitted a bid at $14,222.00. Division of Police personnel reviewed the bid and recommended Business Information Systems, Inc. be awarded the bid as they were the most responsive and lowest bidder. David Meagher was a non-responsive bidder due to not meeting specifications of the system requirements.
Contract Compliance Number: CC009575, expires 07/11/2019
Emergency Designation: Emergency legislation is requested to purchase the audio/video recording system to update the current system, to create a more streamlined and efficient way to review examinations, and to expediently respond to public record requests.
FISCAL IMPACT: This ordinance authorizes an expenditure of $23,423.99 from the Law Enforcement Seizure Funds for the purchase of the audio/video recording system from Business Information Systems, Inc. Funds were budgeted in the Law Enforcement Seizure Fund for this purpose.
Title
To authorize the Director of Finance and Management to enter into a contract for the purchase of an audio/video recording system from Business Information Systems, Inc. for the Division of Police; to authorize the expenditure of $23,423.99 from the Law Enforcement Seizure Fund; and to declare an emergency. ($23,423.99)
Body
WHEREAS, the Director of Finance and Management needs to enter into contract on behalf of the Division of Police to purchase an audio/video recording system to create a more streamlined and efficient way to review examinations and to respond to public record requests; and
WHEREAS, Business Information Systems, Inc. was the most responsive bidder; and
WHEREAS, funds of $23,423.99 are budgeted and available for this purchase within the Division of Police Law Enforcement Seizure Fund; 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 to authorize the Director of Finance and Management to enter into contract for the purchase of an audio/video recording system to update the current system, thereby preserving the public peace, property, health, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized and directed to enter into a contract with Business Information Systems, Inc. for the purchase of an audio/video recording system for the Division of Police.
SECTION 2. That the expenditure of $23,423.99 is needed in Fund 2219 Law Enforcement Seizure Fund in Object Class 06 Capital Outlay per the accounting codes in the spreadsheet attached 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 and to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
SECTION 5. That for the reasons stated in the preamble hereto, which is hereby made a part thereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from the after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.