Explanation
BACKGROUND:
To authorize the Director of the Department of Public Safety, on behalf of the Division of Support Services, to enter into contract for the purchase of a one year preventative maintenance agreement with Sound Communications Inc. The agreement with Sound Communications is for one year of maintenance, hardware replacement, and technical support on the Audio Digital Communications Recording Systems. The audio digital communication recording systems are used to track and store audio files that are used for police and fire investigations (internal affairs and professional standards bureau), as well as public information requests from the City Attorney, outside attorneys, and other public entities and the general public.
Bid Information: Sole Source Provider: Sound Communications Inc. CC #311331321 - expires 10-11-19
Emergency Designation: Emergency designation is requested to ensure the continued reliability of the Police and Fire Communication Systems.
FISCAL IMPACT: This ordinance authorizes the expenditure of $78,817.46 from the Division of Support Service’s general fund budget for a preventative maintenance agreement of the audio digital communication recording system with Sound Communications, Inc., under the sole source provision of the Columbus City Code. This ordinance also authorizes the transfer of $110,000.00 between Object Classes within the General Fund. Funds are available in object class 02 for this transfer.
Title
To authorize the City Auditor to transfer funds within Public Safety's General Fund Budget: to authorize the Public Safety Director to enter into contract on behalf of the Division of Support Services with Sound Communications for annual preventative maintenance for the audio digital communications recording system for the Police and Fire Communications System, in accordance with the sole source provisions of the Columbus City Codes; to authorize the expenditure of $78,817.46 from the General Fund; and to declare an emergency. ($78,817.46)
Body
WHEREAS, the Division of Support Services has a need to transfer funds between Object Classes 02 and 03 within the General Fund budget; and
WHEREAS, the Department of Public Safety has a need to enter into contract with Sound Communications, on behalf of the Division of Support Services, for annual preventative maintenance and service for the Audio Digital Communications Recording System for Police and Fire; and
WHEREAS, Sound Communications Inc., is the original provider of the current system and is the sole provider of maintenance, software, and licenses for the system; and
WHEREAS, this contract is being established under the Sole Source provision of the Columbus City Code Section 329; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to have preventative maintenance and service for the server and the Audio Digital Communications Recording System for the Police and Fire Communications System in order to preserve the public peace, health, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor is authorized to transfer funds between object classes within the Public Safety, Division of Support Services General Fund Budget, fund number 1000, per the accounting code in the attachment to this legislation.
See attached file: 2633-2017 coding
SECTION 2. That the Director of the Department of Public Safety, on behalf of the Division of Support Services, be and is hereby authorized and directed to enter into contract with Sound Communications, Inc., pursuant to the sole source provisions of City Code, for one year of preventative maintenance, hardware replacement, technical support, and service for the Police and Fire Audio Digital Communications Recording System.
SECTION 3. That the expenditure of $78,817.46, or so much thereof as may be necessary in regards to the action authorized in SECTION 2, be and is hereby authorized in the General Fund 1000, subfund 100010 per the accounting codes in the attachment to this ordinance.
See attached file: 2633-2017 coding
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 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.