Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into an agreement with Motorola Solutions, Inc. This agreement will provide for professional services to assist the Police Division in migrating data from its legacy records management system (NetRMS) to the newer Motorola Premier One system. The term of this agreement is for one year from the date of a purchase order certified by the City Auditors Office. The cost of the professional services is $212,849.00, (reflecting a discount of $46,591.00 from the initial proposed cost of $259,440.00) if contract is signed by March 28, 2014. This will provide for up to 1,128 hours of service to assist the Police Division at a discounted hourly rate of $188.70.
To procure these systems and services, a Request for Proposals (SA005116) was published October 3, 2013. The solicitation received three (3) proposals, which were scored by an evaluation committee of seven (7) representatives from the Departments of Technology and Public Safety. Each committee member scored the proposals, using the following criteria: competence of the offeror (up to 25 points), quality and feasibility of proposed software and services (25 points), ability of the offeror (10 points), past performance of the offeror (25 points), and the total cost of proposed services (15 points). Based on the first round of evaluation, two offerors were invited to present additional information to the evaluation Committee and clarify their proposals. Following these presentations, the committee ranked the proposals using the same criteria used in the first round of evaluation, as follows:
Motorola 85.3 points out of 100
Sypherlink 80.3
James Group 55.0
The committee recommended the highest ranked offeror - Motorola - to the Director of the Department of Technology. The Director concurred with the committees recommendation and a contract has been successfully negotiated with the vendor.
FISCAL IMPACT:
The total cost of this ordinance is $212,849.00 which reflects a discount of $46,591.00 from the initial proposed cost of $259,440.00 if contract is signed by March 28, 2014. Funds for this expense will be coming from the Department of Technology, Information Services Division, Capital Improvement Bond Fund - Police Infrastructure Project.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Motorola Solutions, Inc. CC# : 361115800 Expiration: 01/24/2016
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into an agreement with Motorola Solutions, Inc., in the amount of $212,849.00 to provide for professional services to assist the Police Division in migrating data from its legacy records management system (NetRMS) to the newer Motorola Premier One system; to authorize the expenditure of $212,849.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($212,849.00)
Body
WHEREAS, it is necessary for the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into an agreement with Motorola Solutions, Inc. for professional services to assist the Police Division in migrating data from its legacy records management system (NetRMS) to the newer Motorola Premier One system. The cost of the professional services is $212,849.00, reflecting a discount of $46,591.00 from the initial proposed cost of $259,440.00 if contract is signed by March 28, 2014. This will provide for up to 1,128 hours of service to assist the Police Division at a discounted hourly rate of $188.70. The term of this agreement is for one year from the date of a purchase order certified by the City Auditors Office; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process (bid solicitation # SA005116), completed by the Purchasing Office, in compliance with Columbus City Code Chapter 329; and
WHEREAS, the solicitation received three (3) proposals, which were scored by an evaluation committee and the committee recommending the highest ranked offeror - Motorola - to the Director of the Department of Technology who also concurred with the committee's recommendation; therefore a contract has been successfully negotiated with the vendor; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into an agreement with Motorola Solutions, Inc., to provide for professional services to assist the Police Division in migrating data from its legacy records management system (NetRMS) to the newer Motorola Premier One system, 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 Director of the Department of Technology, on behalf of the Department of Public Safety, is hereby authorized and directed to establish a contract with Motorola Solutions, Inc. for professional services to assist the Police Division in migrating data from its legacy records management system (NetRMS) to the newer Motorola Premier One system. The cost of the professional services is $212,849.00, reflecting a discount of $46,591.00 from the initial proposed cost of $259,440.00 if contract is signed by March 28, 2014. This will provide for up to 1,128 hours of service to assist the Police Division at a discounted hourly rate of $188.70. The term of this agreement is for one year from the date of a purchase order certified by the City Auditor's Office.
SECTION 2: That the expenditure of $212,849.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100008 | Project Name: Police Infrastructure Project OCA Code: 514478| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $212,849.00
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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
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.