Explanation
1. BACKGROUND:
A. Need: This ordinance authorizes the Director of Public Safety, on behalf of the Division of Support Services, to enter into a professional services contract with eGov Consulting Services LLC. This company will assist with the RFP development for a new Computer Aided Dispatch system (CAD) used at the Police and Fire Communications Center. This consultant will assist with vendor evaluation and recommendations during the contract negotiation stages and will assist in formalizing a realistic project schedule, necessary interfaces, and the integration and transition plan to the new system, to replace/develop technical specifications for software needs and recommendations on hardware selection. This ordinance also authorizes the transfer of $178,900 from the Special Income Tax Fund to Safety Voted Bond Fund to provide funding for the consulting contract until bonds are sold.
B. Bid Information:
Requests for Statements of Qualifications were sent by regular mail in accordance with the procedures set forth in the Columbus City Code SECTION 329.13, "Awarding professional contracts through request for statements of qualifications" to five Consulting firms: L. Robert Kimball & Associates; RCC Consultants, Inc; Fuller, Mossbarger, Scott and May; Ryan Goforth; and eGov Consulting Services LLC, and the Gartner Group. The bid opening date was July 25, 2007.
There were three responses: L. Robert Kimball & Associates, RCC Consultants, Inc., and eGov Consulting Services LLC.
A ten (10) member committee consisting of a representatives from the Division of Support Services, Division of Police, Division of Fire and Division of Technology, evaluated the proposals and made their recommendation and selection of eGov Consulting Services LLC.
C. Contract Compliance: eGov Consulting Services LLC., Contract Compliance #203513741
D. Emergency Designation: Emergency designation is requested due to the time constraints to allow this contract to start on October 1, 2007; to allow the preliminary needs assessment and RFP development to happen before year-end and allow the City to put the RFP out for bid by the January 1, 2008.
2. FISCAL IMPACT:
This project is funded in the 2007 Capital improvement Budget; however, bonds are yet to be sold, necessitating the certification against the Special Income Tax Certification. The total cost of the contract authorized by this ordinance is $178,900.
Title
To authorize and direct The Director of Public Safety to enter into a contract with eGov Consulting Services LLC, in the amount of $178,900.00, for consulting services for the procurement of a new Computer Aided Dispatch system (CAD) at the Police and Fire Communications Center; to authorize and direct the City Auditor to transfer $178,900 from the Special Income Tax Fund to the Safety Voted Bond Fund: to authorize the appropriation of said funds; to authorize the expenditure of $178,900 from the Safety Voted Bond Fund, and to declare an emergency ($178,900.00).
Body
WHEREAS, the responsibility of the Police and Fire Communications system is that of the Division of Support Services; and,
WHEREAS, the City requires a Consultant to aide in the procurement of a new Computer Aided Dispatch system, (CAD) for the Police and Fire Dispatch Center; and,
WHEREAS, eGov Consulting Services LLC, Inc., was chosen by the Committee as the best consultant regarding how to best move forward with the procurement of a new Computer Aided Dispatch system, (CAD); and,
WHEREAS, the city will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund; and,
WHEREAS, this transfer should be considered a temporary funding method; and
WHEREAS, the aggregate principal amount of the obligations which the city will issue to finance this purchase is presently expected not to exceed $178,900; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Safety, the Division of Support Services, in that it is immediately necessary to enter into a professional service contract for the procurement of a new Computer Aided Dispatch system, (CAD) in order 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 Public Safety be and is hereby authorized to enter into a Service Support Agreement with eGov Consulting Services LLC for the procurement of the Computer Aided Dispatch Center.
SECTION 2. That the sum of $178,900 is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 430, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2007 to the City Auditor, Department 22-01, object Level 10, OCA Code 902023, object level three 5502.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the Safety Voted Bond Fund, Fund 701, at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
SECTION 4. That the amount of $178,900.00 is hereby transferred and appropriated to the Public Safety Department, Support Services Division 30-03, Safety Voted Bond Fund, Fund 701, Police and Fire Computer Aided Dispatch System, Project 320016, Object Level One 06, Object Level Three Code 6655, OCA Code 701016
SECTION 5. That upon obtaining other funds for the consulting contract, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund $178,900 transferred under SECTION 3, above, and said funds are hereby deemed appropriated for such purpose.
SECTION 6. The City Auditor is authorized to establish proper accounting project numbers and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred.
SECTION 7. That this agreement is made in accordance with the provisions of SECTION 329.07 (c) of the Columbus City Code.
SECTION 8. The City intends that this ordinance constitute an "official intent" for purposes of SECTION 1.150-2(e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
SECTION 9. All funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated.
SECTION 10. That for the purpose stated in SECTION 1 hereof, the expenditure of $178,900.00 or so much thereof as may be needed, is hereby authorized from:
DIVISION FUND PROJECT# PROJECT NAME OCA OBJ LEVEL 3 AMOUNT
3002 701 320016 POLCE AND FIRE 701016 6655 $178,900.00
COMPUTER AIDED
DISPATCH
SECTION 11. 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 12. Emergency designation is requested due to the time constraints to allow this contract to start on October 1, 2007; to allow the preliminary needs assessment and RFP development to happen before year-end and allow the City to put the RFP out for bid by the January 1, 2008.
SECTION 13. 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 approved nor vetoes the same.