Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Division of Police, to enter into an agreement with Xerox State and Local Solutions, Inc. to access and enhance the impound system (eTIMS Tow System) currently utilized by the Department of Public Service, Division of Mobility Options. The enhancements will enable the Division of Police to continue managing towing and impound processes in a more coordinated way with the Division of Mobility Options. These enhancements will replace a legacy mainframe system that is scheduled to be retired by the end of this year. The term of this agreement will be for one year from the date of a certified purchase order. The cost for the system enhancements is $50,000.00.
Xerox State and Local Solutions is the current system provider for the Division of Mobility Options, through a contract authorized by ordinance 0217-2008. This contract was most recently renewed by authority of ordinance 0681-2013. To ensure more coordinated operations between the Division of Mobility Options and the Police Division impound lot, it is in the City's best interests to enhance the existing system, rather than obtaining a different solution through alternate procurement methods. Furthermore, the need to retire the legacy system currently utilized by the Police Division before the end of this year, does not allow sufficient time to complete a formal bid and implement a new solution for the Police Division. For these reasons, this ordinance requests a waiver of competitive bidding requirements, in accordance with section 329.27 of the Columbus City Code.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract so that the services to be provided may start.
FISCAL IMPACT:
The total cost of this ordinance is $50,000.00, with funds for this expense coming from a transfer of funds from object level one -01(personel) to 03 (services) within the 2013 Department of Technology, Internal Services Fund, direct charge budget.
CONTRACT COMPLIANCE:
Vendor: Xerox State and Local Solutions, Inc. F.I.D.#/C.C.#: 13 - 1996647 Expiration Date: 03/11/2015
Title
To authorize the Director of the Department of Technology, on behalf of the Division of Police, to enter into an agreement with Xerox State and Local Solutions, Inc. to access and enhance the impound system (eTIMS Tow System) currently utilized by the Department of Public Service, Division of Mobility Options; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $50,000.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Division of Police, to enter into an agreement with Xerox State and Local Solutions, Inc. to access and enhance the impound system (eTIMS Tow System) currently utilized by the Department of Public Service, Division of Mobility Options; and
WHEREAS, the term of this agreement will be for one year from the date of a certified purchase order. The cost for the system access and enhancements is $50,000.00; and
WHEREAS, the enhancements will enable the Division of Police to continue managing towing and impound processes in a more coordinated way with the Division of Mobility Options. These enhancements will replace a legacy mainframe system that is scheduled to be retired by the end of this year; and
WHEREAS, Xerox State and Local Solutions is the current system provider for the Division of Mobility Options, through a contract authorized by ordinance 0217-2008. This contract was most recently renewed by authority of ordinance 0681-2013. To ensure more coordinated operations between the Division of Mobility Options and the Police Division impound lot, it is in the City's best interests to enhance the existing system, rather than obtaining a different solution through alternate procurement methods; and
WHEREAS, there is a need to retire the legacy system currently utilized by the Police Division before the end of this year, which does not allow sufficient time to complete a formal bid and implement a new solution for the Police Division. For this reason, this ordinance requests a waiver of competitive bidding requirements, in accordance with section 329.27 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology, on behalf of the Division of Police, to enter into an agreement with Xerox State and Local Solutions, Inc. to access and enhance the impound system (eTIMS Tow System) currently utilized by the Department of Public Service, Division of Mobility Options, for the immediate preservation of the public health, peace, property and safety:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology, on behalf of the Division of Police, be and hereby is authorized to enter into an agreement with Xerox State and Local Solutions, Inc. to access and enhance the impound system (eTIMS Tow System) currently utilized by the Department of Public Service, Division of Mobility Options. The term of this agreement will be for one year from the date of a certified purchase order. The cost for the system access and enhancements is $50,000.00.
SECTION 2. That the expenditure of $50,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01| Fund: 514| Subfund: 010| OCA Code: 300347| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $50,000.00| Professional Services
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.
SECTION 5. That this ordinance authorizes an agreement between Xerox State and Local Solutions, Inc. and the Department of Technology, on behalf of the City of Columbus, Division of Police, and waives the competitive bidding provisions of the Columbus City Code, Section 329.
SECTION 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.