Explanation
Background: This ordinance authorizes the Director of Finance and Management to renew and modify a contract with K.N.S. Services, Inc. for the provision of software, equipment, and technical support for security systems at various City facilities, including but not limited to: City Hall, Columbus Public Health, DoT Arlingate Facility, various Recreation Centers, Jerry Hammond Center, 17th and 25th Public Service Outpost, Municipal Court, and other facilities under the purview of the Facilities Management Division. It should be noted that KNS will also provide the security system at the new Michael B. Coleman Governmental Building.
Pursuant to Ordinance 0196-2014, the Director of Recreation and Parks and the Director of Finance and Management were authorized to enter into a five-year contract, subject to annual approval and authorization, with KNS Services, pursuant to the sole source provisions of the Columbus City Code Section 329.07 for maintenance and support of security camera systems located in various Recreation and Parks facilities and for security camera systems located at various facilities under the purview of the Facilities Management Division. The term of the contract authorized by Ordinance 0196-2014 is March 1, 2014 through February 28, 2019. This ordinance seeks authority to renew a security software, equipment, and support contract with KNS for the fourth of five annual renewals.
This ordinance also authorizes the Director of Finance and Management to modify the existing City contract with K. N. S. Services, Inc. to provide sufficient contract funding for the 2017 - 2018 annual contract cycle. With the addition of new City facilities, including but not limited to remote parking locations, the Michael B. Coleman Government building, and improved security systems at City Hall, it is imperative that City security systems have the appropriate software, equipment, and technical support to ensure the safety of employees and City residents.
The Contract Compliance Number for K. N. S. Services, Inc. is 31-1460220, EBO Certification
# CC005443, with an expiration date of 2/18/2018.
Emergency action is requested to ensure that software, equipment, and technical support for City security systems can be provided quickly and without interruption.
Fiscal Impact: This ordinance authorizes an expenditure of $50,000.00 from the General Fund and $151,000.00 from the Construction Management Capital Improvement Fund with K.N.S. Services, Inc. to provide software, equipment, technical support and maintenance/service for security systems for facilities under the purview of the Facilities Management Division. The Facilities Management Division budgeted $201,000.00 in the General Fund and Construction Management Capital Improvement Fund collectively for these expenditures.
Title
To amend the 2017 Capital Improvement Budget; to authorize the City Auditor to transfer various funds within the Construction Management Capital Improvement Fund; to authorize the Director of Finance and Management to renew and modify an existing contract with K. N. S. Services, Inc.; to authorize the expenditure of $151,000.00 from the Construction Management Capital Improvement Fund; to authorize the expenditure of $50,000.00 from the General Fund; to waive competitive bidding requirements of Columbus City Code Chapter 329; and to declare an emergency. ($201,000.00)
Body
WHEREAS, K.N.S. Services, Inc. currently provides of software, equipment, and technical support for security systems at various City facilities, including but not limited to: City Hall, Columbus Public Health, DoT Arlingate Facility, various Recreation Centers, Jerry Hammond Center, 17th and 25th Public Service Outpost, Municipal Court, and other facilities under the purview of the Facilities Management Division; and
WHEREAS, pursuant to Ordinance No. 0196-2014, the City of Columbus entered into a five year software service and maintenance agreement with K. N .S. Services, Inc.; and
WHEREAS, with the addition of new City facilities, including but not limited to remote parking locations, the Michael B. Coleman Government building, and improved security systems at City Hall, it is imperative that City security systems have the appropriate software, equipment, and technical support to ensure the safety of employees and City residents, and visitors; and
WHEREAS, it is necessary to renew the security software, equipment, and support contract with KNS for the fourth of five annual renewals and to modify the agreement to provide sufficient contract funding for the 2017-2018 annual contract renewal; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of Columbus City Code Chapter 329 to allow a single vendor to provide the necessary hardware, software, technical support, and camera equipment replacements for security systems under the purview of the Facilities Management Divisions and to provide a single point of contact for software and hardware issues and staff training needs in order to minimize compatibility and integration issues, and improve service and reliability of the City's security system; and
WHEREAS, it is necessary to amend the 2017 Capital Improvement Budget; and
WHEREAS, it is necessary to authorize the City Auditor to transfer various funds within the Construction Management Capital Improvement Fund; and
WHEREAS, it is necessary to authorize the expenditure of $151,00.00 from the Construction Management Capital Improvement Fund and $50,000.00 from the General Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to authorize the Director of Finance and Management to renew and modify a contract with K.N.S. Services, Inc. to provide the service and maintenance of security systems for the Facilities Management Division, 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 2017 Capital Improvement Budget be amended as follows:
See Attached File: Ord 2279-2017 Legislation Template.xls
SECTION 2. That the City Auditor is hereby authorized to transfer funding within the Construction Management Capital Improvement Fund 7733, as follows:
See Attached File: Ord 2279-2017 Legislation Template.xls
SECTION 3. That the Finance and Management Director is hereby authorized to renew and modify a contract with K.N.S. Services, Inc. in order to provide software, equipment, technical support, and maintenance/service for security systems under the purview of the Facilities Management Division.
SECTION 4. That the expenditure of $50,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in the General Fund 1000, Sub Fund 100010 in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2279-2017.xls
SECTION 5. That the expenditure of $151,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in the Construction Management Capital Improvement Fund 7733 in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2279-2017.xls
SECTION 6. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. 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 8. 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 9. 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 10. That this Council finds it in the best interest of the City to waive the competitive bidding provisions of Columbus City Code Chapter 329 for this contract.
SECTION 11. That for 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 enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.