Explanation
Background: The purpose of this legislation is to amend Ordinance No. 1664-2025 that was passed by the Columbus City Council on June 30, 2025 to include two additional modules, License Management and Community Health, into the term of the contract. Ordinance No. 3108-2025, passed on December 8, 2025, authorized the Director of the Department of Public Safety to modify the existing contract with ImageTrend, LLC to include a license management product in the subscription to the comprehensive records management system (RMS) 2025-2026 contract and authorized an expenditure not to exceed $66,000.00 for the 2025-2026 contract for year 1. This ordinance amends Ordinance No. 1664-2025 to incorporate the license management module and an additional Community Health Module is to be included in the existing contract term starting in the 2026-2027 Contract year for years two (2) through five (5). The Community Health Module will replace the Client Management System approved in Ordinance No. 0978-2026, passed by the Columbus City Council on April 23, 2026, as BJA COSSUP Grant funds are no longer available. The Community Health Module will provide data and analysis for the Division of Fire’s RREACT (Rapid Response Emergency Addiction Crisis Team), focusing on improving outcomes for at-risk groups, tackling social determinants of health, adapting to seasonal and environmental trends, and leveraging data for continuous improvement.
This ordinance amends Ordinance No. 1664-2025 to include the additional funding needed for the added license management product and community health module to the amounts authorized for subsequent years in the contract. The term of the contract authorized in Ordinance 1664-2025 is for three (3) years with the option for two (2) additional one (1) year renewals with subsequent one (1) year annual renewals thereafter by mutual agreement.
Contract Compliance: ImageTrend, LLC, Vendor No.: 023084; FID: 41-1903871.
Bid Waiver Justification: The Division of Fire successfully implemented this specialized comprehensive records management solution in 2024 with ImageTrend, LLC and does not seek an alternative solution at this time. The service is an indispensable agent utilized by the Division of Fire to provide EMS and Fire Incident reporting, in addition to fire inspection reporting software.
Fiscal Impact: Ordinance 1664-2025, passed June 30, 2025, authorized the yearly amounts below to be encumbered on a year-to-year basis contingent upon the approval of City Council and certification of funds by the City Auditor. This ordinance authorizes additional funds be added to the cost of each of the remaining four years to account for the addition of the License Management product and Community Health Module.
Year 1: $569,431.20
Year 2: $592,208.45 $661,415.46
Year 3: $615,896.79 $686,312.07
Year 4: $640,532.66 $713,764.56
Year 5: $666,153.96 $742,315.15
Total: $3,084,223.05 $3,373,238.44
Emergency Designation: This ordinance is being processed as an emergency measure in order to meet the project timeline of issuing a Purchase Order and Contract for year 2 by August 1, 2026 thereby preventing interruption of this vital service.
Title
To amend Ordinance No. 1664-2025, passed by Columbus City Council on June 30, 2025 to correct the background of the legislation to include the additional funding for the license management product and community health module needed in the subsequent years per ordinance 1664-2025; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $661,415.46 from the General Fund for Year 2 of the Contract Term; and to declare an emergency. ($661,415.46)
Body
WHEREAS, Ordinance 1664-2025 passed by Columbus City Council on June 30, 2025, authorized the Department of Public Safety, on behalf of the Division of Fire, to enter into a contract with ImageTrend, LLC for three (3) years with the option for two (2) additional one (1) year renewals with subsequent annual one (1) year renewals thereafter by mutual agreement of the parties, approval of City Council, and certification of availability of funds by the City Auditor; and,
WHEREAS, it is necessary to amend Ordinance 1664-2025 passed by Columbus City Council on June 30, 2025 to correct the background of the legislation to include the additional funding for the license management product and community health module needed in the subsequent years; and
WHEREAS, it is necessary to repeal the Background section of Ordinance No. 1664-2025. All other provisions of Ordinance No. 1664-2025 not amended here remain in effect; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329 to enter in to this contract given the specialized and indispensable nature of the services provided; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety in that it is immediately necessary to authorize the amendment to the fiscal impact section of Ordinance 1664-2025 of the ImageTrend, LLC Contract in order to meet the project timeline of issuing a Purchase Order and Contract for year 2 by August 1, 2026, thereby preventing interruption of this vital service, 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 Background Section of Ordinance No. 1664-2025 is hereby amended as follows with additions underlined and deletions struck through. All other provisions within the Background section of Ordinance No. 1664-2025 not amended here remain in effect.
The term of this contract is for three (3) years with the option for two (2) additional one (1) year renewals with subsequent one (1) year annual renewals thereafter by mutual agreement. Funding for this contract will be encumbered on a year-to-year basis contingent upon the approval of City Council and certification of funds by the City Auditor. The cost for each of the first five (5) years have been negotiated and quoted.
Year 1: $569,431.20
Year 2: $592,208.45 $661,415.46
Year 3: $615,896.79 $686,312.07
Year 4: $640,532.66 $713,764.56
Year 5: $666,153.96 $742,315.15
Total: $3,084,223.05 $3,373,238.44
SECTION 2. That the current Background of Ordinance No. 1664-2025 is hereby repealed and that all other provisions of Ordinance No. 1664-2025 shall remain in full force and effect.
SECTION 3. That the funding for this contract will be encumbered on a year-to-year basis contingent upon the approval of City Council and certification of funds by the City Auditor.
SECTION 4. That the expenditure of $661,415.46, or so much thereof as may be necessary for the aforementioned service, be and is hereby authorized from the General Fund, per the accounting codes in the attachment to this ordinance.
SECTION 5. That this Council finds it to be in the best interests of the City to waive the relevant provisions of Chapter 329 of City Code relating to Competitive bidding for this purchase, and does hereby waive the same.
SECTION 6. 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 7. 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 8. 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 and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.