Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology, on behalf the Department of Public Safety, Division of Police, to enter into and modify a contract for maintenance of the Intelligence Casework Management Computer Software System, provided by ACISS Systems, Inc. The original contract (EL010885) was authorized by ordinance 0604-2010 on May 17, 2010. The agreement was most recently modified through purchase order DE103918 and ED053980 for maintenance and support services.
The Department of Technology is modifying the original contract (EL010885) to manage the maintenance agreement of the Intelligence Casework Management Computer Software System for the Division of Police. This ordinance authorizes the Director of the Department of Technology to establish the annual contract for maintenance and support of the Intelligence Casework Management Computer Software System. The annual maintenance and support services for the coverage term period from January 16, 2016 through January 15, 2017 will cost $15,019.00, bringing the aggregate contract total to $218,062.00.
1. Amount of additional funds to be expended: $15,019.00
Original contract amount: $168,808.50
Modifications 1-6 amount: $34,234.50
Original contract and modifications total: $203,043.00
Modification#: 7 amount: $15,019.00
Total aggregate contract: $218,062.00
2. Reason additional goods/services could not be foreseen:
The need for this modification is to extend the coverage period for needed maintenance and support services an additional one year term beyond the term period anticipated in the original contract.
3. Reason other procurement processes are not used:
It is not feasible to bid for an alternate service since the Intelligence Casework Management Computer Software System is a proprietary system from ACISS Systems, Inc
4. How cost of modification was determined:
The City and ACISS Systems, Inc. negotiated the cost of services shown in the quote for these services.
The Intelligence Casework Management Computer Software System is a proprietary system from ACISS Systems, Inc. As such, the City must purchase annual support and maintenance from ACISS Systems, Inc. This ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Section 329.
EMERGENCY:
Emergency action is requested to expedite authorization of this agreement in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
In 2013 and 2014, $2,400.00 and $2,400.00 was expended respectively for maintenance and support services. Earlier this year (2015), the Division of Police expended $17,419.50 for these services. The cost associated with this ordinance with ACISS Systems, Inc., is $15,019.00 for the term period January 16, 2016 through January 15, 2017. The funds are identified and available within the Department of Technology, Internal Services Fund (Division of Police's direct charge budget). The aggregate contract total including this request is $218,062.00.
CONTRACT COMPLIANCE:
Vendor Name: ACISS Systems, Inc. F.I.D#/CC#: 59 - 1922156 Expiration Date: 02/18/2017
Title
To authorize the Director of the Department of Technology, on behalf the Department of Public Safety, Division of Police, to enter into and to modify a contract with ACISS Systems, Inc., for software maintenance and support services associated with the Intelligence Casework Management Computer Software System; in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $15,019.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($15,019.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf the Department of Public Safety, Division of Police, to enter into and to modify a contract for maintenance of the Intelligence Casework Management Computer Software System, provided by ACISS Systems, Inc.; and
WHEREAS, the original contract (EL010885) was authorized by ordinance 0604-2010 on May 17, 2010 and was most recently modified through purchase order DE103918 and ED053980 for maintenance and support services; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Safety, Division of Police, to establish the annual maintenance and support services contract for the Intelligence Casework Management Computer Software System for a coverage term period from January 16, 2016 through January 15, 2017 at a of $15,019.00; and
WHEREAS, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329, as the Intelligence Casework Management Computer Software System is a proprietary system from ACISS Systems, Inc., therefore the City must purchase annual support and maintenance from ACISS Systems, Inc.; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Safety, in that it is immediately necessary for the Director of the Department of Technology, on behalf the Department of Public Safety, Division of Police, to enter into and modify a contract for maintenance ans support on the Intelligence Casework Management Computer Software System, provided by ACISS Systems, Inc., thereby preserving 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 the Department of Public Safety, Division of Police, be and is hereby authorized to enter into and modify a contract with ACISS Systems, Inc. for software maintenance and support services for the Intelligence Casework Management Computer Software System. The software maintenance and support services will cost $15,019.00, with a coverage term period from January 16, 2016 through January 15, 2017.
SECTION 2: That the expenditure of $15,019.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|Sub-fund: 010|OCA Code: 300347|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $15,019.00|
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contracts 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: This ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Section 329 in that the Intelligence Casework Management Computer Software System is a proprietary system from ACISS Systems, Inc.
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 or neither approves nor vetoes the same.