Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Division of Police, to modify an agreement with Xerox State and Local Solutions for professional services to enhance the eTIMS Tow System, currently utilized by the Department of Public Service, for use by Police Division vehicle impound operations. The original contract (EL015048) was authorized by ordinance 1446-2013, passed by Columbus City Council September 9, 2013. This modification will provide for additional funding to develop additional enhancements needed to meet Division of Police business requirements, to be completed within one year of a purchase order certified by the City Auditor.
1. Amount of additional funds to be expended: $12,300.00
Original contract amount: $50,000.00
Amount of original contract and 1 modification: $62,300.00
2. Reason additional goods/services could not be foreseen:
The Division of Police identified a baseline set of business requirements associated with the original contract. Since that time, additional requirements have been identified by the Division of Police, which were not known at the time of the original agreement.
3. Reason other procurement processes are not used:
Xerox State and Local Solutions is the current system provider for the Department of Public Service, through a contract authorized by ordinance 0217-2008. To ensure more coordinated operations between the Department of Public Service 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.
4. How cost of modification was determined:
The level of effort to complete the additional enhancements is estimated at 123 hours. The negotiated hourly rate of $100 is the basis for the total additional cost of $12,300.00.
FISCAL IMPACT:
In 2013, the Department of Technology legislated $50,000.00 (via Ord. 1446-2014) for professional services related to the eTIMS Tow System. The total cost of this ordinance for professional services with Xerox State and Local Solutions for further enhancements is $12,300.00, with funds for this expense coming from the 2014 Department of Technology, Internal Services Fund, direct charge budget. Including this modification, the aggregate contract total amount is $62,300.00.
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 modify an agreement with Xerox State and Local Solutions Inc. to enhance the eTIMS Tow System; and to authorize the expenditure of $12,300.00 from the Department of Technology, Internal Services Fund. ($12,300.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Division of Police, to modify an agreement with Xerox State and Local Solutions to enhance the eTIMS Tow System, currently utilized by the Department of Public Service, for use by Police Division vehicle impound operations (Division of Mobility Options); and
WHEREAS, this modification will provide for additional funding in the amount of $12,300.00 to develop additional enhancements needed to meet Division of Police business requirements, to be completed within one year of a purchase order certified by the City Auditor; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Division of Police, to modify an agreement with Xerox State and Local Solutions to enhance the eTIMS Tow System, for the preservation of the public health, peace, property and safety; 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 Division of Police, be and hereby is authorized to modify an agreement with Xerox State and Local Solutions to enhance the eTIMS Tow System, currently utilized by the Department of Public Service, for use by Police Division vehicle impound operations (Division of Mobility Options). This modification will provide for additional funding, in the amount of $12,300.00, to develop additional enhancements needed to meet Division of Police business requirements, to be completed within one year of a purchase order certified by the City Auditor.
SECTION 2. That the expenditure of $12,300.00 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: $12,300.00| Professional Services
SECTION 3. 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 4. 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 5. That this ordinance shall take effect and be in force from and after the earliest time period allowed by law.