Explanation
BACKGROUND: To authorize and direct the Director of Public Safety, on behalf of the Division of Police, to enter into contract with Power DMS Inc. for multiple user licenses that will grant Division personnel access to a document management system that meets the Commission on the Accreditation of Law Enforcement Agencies (CALEA) standards and approvals as well as provides online access to all Division forms, publications and trainings.
It is in the City's best interest for the Director of Public Safety, on behalf of the Division of Police to enter into contract with Power DMS Inc. with the option for three (3) renewals based on the fee schedule in the contract to provide and continue a streamlined document management system that is in compliance with all CALEA standards. Power DMS is the only software license that is approved and sanctioned by CALEA.
Bid Information: Power DMS, Inc. is the sole source provider of Power DMS in North America; therefore, this contract is being awarded pursuant to the sole source provisions of Chapter 329 of the City Code. Power DMS is the only vendor who manufacturers and distributes Power DMS.
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 findings for recovery certified search.
Contract Compliance No: CC668885-115837, Power DMS Inc.
Emergency Designation: Emergency legislation is requested so that the Division of Police may immediately enter into contract to allow access to the document management system, to assure compliance with CALEA standards and approvals as well as provide Division personnel with online access to all Division forms, publications, and trainings.
FISCAL IMPACT: This ordinance authorizes an expenditure of $45,000.00 from the Law Enforcement Contraband Seizure Fund.
Title
To authorize and direct the Director of Public Safety, on behalf of the Division of Police, to enter into contract with Power DMS Inc. in accordance with the provisions of sole source procurement, to authorize the expenditure of $45,000.00 from the Law Enforcement Contraband Seizure Fund; and to declare an emergency ($45,000.00)
Body
WHEREAS, the Division of Police is in need of user licenses that allow access to a document management system that meets CALEA standards and approvals as well as provides Division personnel with online access to all Division forms, publications, and trainings; and
WHEREAS, Power DMS, Inc. is the sole source provider of Power DMS in North America and is the only vendor who manufacturers and distributes Power DMS; therefore, this contract is being awarded pursuant to the sole source provisions of Chapter 329 of the City Code; and
WHEREAS, the expenditure of $45,000.00 will be funded with Law Enforcement Contraband Seizure Funds; 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 to authorize the Director to enter into contract with Power DMS Inc. for multiple user licenses which allow access to a document management system that complies with CALEA standards for document management, thereby preserving the public peace, property, health, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Safety, on behalf of the Division of Police, be and is hereby authorized and directed to enter into contract with Power DMS Inc., in accordance with the sole source provisions of City Code Chapter 329, for multiple user licenses to allow access to a document management system that complies with CALEA standards and approvals and makes Division documents accessible to all Division Personnel.
SECTION 2. That the expenditure of $45,000.00, or so much thereof as may be needed, is hereby authorized as follows in Fund 2219 Law Enforcement Contraband Seizure Fund in object class 03 Software License per the accounting codes in the attachment to this ordinance.
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 and to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
SECTION 5. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared 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.