Explanation
BACKGROUND: The Division of Police received a grant award through the FY2007 COPS Technology Program (pursuant to Ordinance #1607-2007, passed 11/08/2007). The total amount awarded, including the city match of $1,554,930.00, was $6,219,720.00. The Central Ohio Data Sharing Initiative was awarded funds within this grant to purchase a web-based mug shot system. This mug shot system will be accessible by law enforcement personnel throughout the State of Ohio. This ordinance authorizes the Public Safety Director to enter into contract with DataWorks Plus for the purchase of the Mugshot Imaging System.
BID INFORMATION: Formal Request for Proposals (RFP-SA003043) was posted on October 21, 2008. The following vendors submitted bids as follows:
Insight (MAJ) $199,999.00
ImageWare Systems (MAJ) $174,846.00
Dynamic Imaging (MAJ) $298,364.00
DataWorks Plus (MAJ) $358,030.00 (negotiated final cost $264,994.00).
After committee evaluation and vendor demonstrations, the Division of Police recommends acceptance of the proposal submitted by DataWorks Plus in the amount of $264,994.00. DataWorks Plus was one of three vendors that met minimum specifications and qualifications called for in the RFP. DataWorks Plus received the highest scoring from the evaluation committee due to their proposal and understanding of the tasks, as well as their product demonstration. Negotiations with DataWorks Plus resulted in the proposed contract price of $264,994.00.
Contract Compliance No: 43-1188120 Expires 02/05/2010
Emergency Designation: Emergency legislation is needed because the 36 month grant award period began September 1, 2007 and the acquisition and payment of this system must be completed within the award period.
FISCAL IMPACT: This ordinance authorizes an expenditure of $264,994.00 from the General Government Grant Fund to enter into contract with DataWorks Plus for the purchase of a Mugshot Imaging System for the Division of Police. The total federal award of $4,664,790.00 requires a city match of $1,554,930.00. The city match is budgeted in the City's Capital Improvement Plan and will be reimbursed to the projects when bonds are sold or certified against the special income tax (SIT) fund if funds are needed before then. The SIT fund will be reimbursed for any funds certified. The city match amount can be met at any time during the three year award period.
Title
To authorize and direct the Director of Public Safety to enter into contract with DataWorks Plus for the purchase of a Mugshot Imaging System for the Division of Police; to authorize an expenditure of $264,994.00 from the General Government Grant Fund; and to declare an emergency. ($264,994.00)
Body
WHEREAS, the Division of Police has been awarded funding through a FY2007 COPS Technology Program Grant from the U.S. Department of Justice, Office of Community Oriented Policing Services, for technology to improve data information-sharing and enhance voice interoperability with regional, State and Federal partners; and
WHEREAS, the Central Ohio Data Sharing Initiative project funded through the FY2007 COPS Technology Program Grant will allow area public safety officers to share voice and data information; and
WHEREAS, the purchase of this mugshot imaging system will improve data information-sharing with local and regional agencies; and
WHEREAS, a formal RFP, SA003043, was opened on October 21, 2008 for the purchase of a mugshot imaging system; and
WHEREAS, after vendor demonstrations, the Division of Police recommends selection of DataWorks Plus as the contractor for this purchase; 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 and direct the Director of Public Safety to enter into contract with DataWorks Plus for the purchase of a Mugshot Imaging System, for the 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 of Columbus Director of Public Safety be and is hereby authorized and directed to enter into contract with DataWorks Plus to purchase a Mugshot Imaging System for the Division of Police, Department of Public Safety.
SECTION 2. That a committee reviewed, evaluated, negotiated and recommends the bid award to DataWorks Plus in the amount of $264,994.00.
SECTION 3. That the expenditure of $264,994.00, or so much thereof as may be needed, be and the same is hereby authorized as follows:
DIV FD OBJ#1 OBJ#3 OCACD GRANT AMOUNT
30 220 06 6649 337040 337040 264,994.00.00
SECTION 4. That for 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.