Explanation
BACKGROUND: In 2002, the Division of Police purchased and implemented a computerized Ohio Based Reporting System/National Incident Based Reporting System (OIBRS/NIBRS), per Ordinance 2253-2001 passed 12/17/01, for offense and complaint/incident reports. NIBRS is a set of rules set forth by the federal government to be followed by local and state agencies when reporting crime statistics. It assures all law enforcement agencies report crime data using the same data makers, types, and descriptors, as well as the same reporting methods, which enhances the FBI's ability to analyze the incoming statistics. As part of the original contract, the Division was provided the option to renew for five (5) additional, one-year annual software support and maintenance terms. In 2008, a new contract with the existing vendor was entered into, EL008219, and made effective March 1, 2008 under the authority of Ordinance 0538-2008. This contract expired in 2013. In 2013, a new contract with the existing vendor was entered into, EL014325, and made effective April 22, 2013 by Ordinance 0855-2013. The terms of contract EL014325 provided the option to renew the contract for four (4) additional one (1) year terms after the initial year of the contract in accordance with section 329.07 (e) (Sole Source) of the Columbus City Code. This will be the first renewal of the possible four (4) additional one (1) year terms.
Bid Information: Ordinance 0855-2013 was authorized in accordance with Section 329.07 (e) (Sole Source) of the Columbus City Codes, due to the proprietary nature of the software currently in use by the Columbus Division of Police. The cost associated with these services was negotiated with the supplier to ensure the best pricing for the City of Columbus and the Division of Police. The same process was followed to enter into this contract.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved finding for recovery certified search.
Contract Compliance No.: 36-1115800, Expires 01/24/2016
Emergency Designation: Emergency legislation is requested for this ordinance so as to allow the Division of Police, Department of Public Safety to enter into a contract with the current vendor, Motorola Inc., and avoid any interruption in services.
FISCAL IMPACT: This ordinance authorizes an expenditure of $254,525.00 from the General Fund, for a one year software support and service maintenance agreement for the OIBRS/NIBRS system with Motorola Inc. for the Division of Police. The cost of this contract was budgeted, and the amounts encumbered or spent was $244,812.00 in 2013, $236,310.00 in 2012, and $216,736.00 in 2011.
Title
To authorize and direct the Public Safety Director to enter into a contract for software support and maintenance services with Motorola, Inc. for the National Incident Based Reporting System for the Division of Police in accordance with sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $254,525.00 from the General Fund; and to declare an emergency. ($254,525.00)
Body
WHEREAS, in 2013, the Division of Police entered into a new contract EL014325 with Motorola, Inc., the existing sole source vendor that has provided software support and maintenance services for the computerized Ohio Based Reporting System/National Incident Based Reporting System (OIBRS/NIBRS) for offense and complaint/incident reports originally purchased in 2002; and
WHEREAS, the Division of Police needs to enter into a maintenance agreement for the current software support and maintenance contract with Motorola, Inc. to avoid an interruption in services; and
WHEREAS, it is in the best interest of the City to enter into this contract in accordance with provisions of Section 329.07 (e)(1) sole source of the Columbus City Codes, 1959; and
WHEREAS, General Funds are available for this purchase of software support and maintenance services; 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 for the Division of Police to enter into a contract for software support and maintenance services with Motorola, Inc. for the preservation of public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Safety Director be and hereby is authorized to enter into contract in the amount of $254,525.00 with Motorola, Inc. for the purchase of software support and maintenance services for the Division of Police, Department of Safety.
SECTION 2. That said contract shall be awarded in accordance with the provisions of Section 329.07(e) (Sole Source) of the Columbus City Code, 1959.
SECTION 3. That the expenditure of $254,525.00, or so much thereof as may be needed, be and the same is hereby authorized as follows:
DIV 30-03| Fund 010 | OBJ LEV (1 ) 03 | OBJ LEV (3 ) 3372 | OCA 300814 | $254,525.00 |
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are herby deemed appropriated, and the City Auditor shall establish such account codes as necessary.
SECTION 5. 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.