Explanation
BACKGROUND: This legislation seeks to authorize the Director of the Department of Public Safety, on behalf of the Division of Support Services, to enter into a maintenance and support contract with Sound Communications, Inc. The agreement with Sound Communications is for maintenance, hardware replacement, and technical support on the Audio Digital Communications Recording Systems. The audio digital communication recording systems are used to track and store audio files that are used for police and fire investigations as well as public information requests from the City Attorney, outside attorneys, and other public entities and the general public. The original system, purchased in 2012 was upgraded in 2021 with new servers as well as software with mal ware prevention and improved cyber security software.
Bid Information: This maintenance and support agreement is being executed in accordance with the sole source provisions of Chapter 329 of the Columbus City Code; Sound Communications Inc. is the proprietary software licensing and maintenance contractor for the City's current Audio Digital Communications Recording Systems.
Emergency Designation: Emergency designation is requested to renew the coverage dates and ensure the continued reliability of the Police and Fire Communication Systems.
Contract Compliance: Contract Compliance No. is CC-005081, with an expiration date of 8/12/2023. Vendor has been notified to update Contract Compliance.
FISCAL IMPACT: This ordinance authorizes the expenditure of $107,208.39 from the Division of Support Service’s general fund budget for a maintenance and support agreement for the audio digital communication recording system with Sound Communications, Inc. Updated technologies have resulted in the increase in cost over previous years.
Expenditures on maintenance and support for the Audio Digital Communications Recording System over the previous three years were as follows:
2020 $82,288.64
2021 $82,288.64
2022 $40,929.95
Title
To authorize the Director of the Department of Public Safety, on behalf of the Division of Support Services, to enter into contract with Sound Communications for annual preventative maintenance for the audio digital communications recording system for the Police and Fire Communications System, in accordance with the sole source provisions of the Columbus City Codes; to authorize the expenditure of $107,208.39 from the General Fund; and to declare an emergency. ($107,208.39)
Body
WHEREAS, the Department of Public Safety has a need to enter into contract with Sound Communications, on behalf of the Division of Support Services, for maintenance and service for the Audio Digital Communications Recording System for Police and Fire; and,
WHEREAS, Sound Communications Inc. is the original provider of the current system and is the sole provider of maintenance, software, and licenses for the system; and,
WHEREAS, Sound Communications Inc. is the proprietary software licensing and maintenance contractor for the City's current Audio Digital Communications Recording Systems, therefore, this contract is being established under the Sole Source provisions of the Columbus City Code Chapter 329; and,
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to authorize the Director to enter into contract with Sound Communications in order to purchase maintenance and service for the Audio Digital Communications Recording System for the Police and Fire Communications System to renew the coverage dates and ensure the system's continued reliability and to preserve the public peace, health, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Safety be and is hereby authorized to enter into contract with Sound Communications, Inc. for maintenance, hardware replacement, technical support, and service for the Police and Fire Audio Digital Communications Recording System.
SECTION 2. That for the purpose stated in Section 1 hereof, the expenditure of $107,208.39, or so much thereof as may be needed, is hereby authorized from Fund 1000 General Fund, Subfund 100010 in object class 03-Contractual Services, per the accounting codes in the attachment to this ordinance.
SECTION 3. That this agreement is entered into pursuant to the sole source provisions of Chapter 329 of the Columbus City Code.
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 ten days after passage if the Mayor neither approves nor vetoes the same.