Explanation
BACKGROUND: This legislation will authorize the Director of the Department of Technology to enter into a contract for software maintenance and support on the Crime Lab Information Management System from JusticeTrax, Inc. This is the Division of Police’s forensic Crime Lab Information Management System (LIMS-Plus) that allows evidence transfers to be performed quicker through use of electronic tracking. The original contract (EL011134) was authorized by ordinance 1412-2010 on October 18, 2010 in accordance with Solicitation Number SA003600. The most recent agreement was entered into by authority of ordinance 0640-2017, passed March 27, 2017, through purchase order PO055165. In addition, the Division of Police purchased six (6) new licenses authorized by ordinance 2538-2017, passed by City Council October 16, 2017 established through PO088276, bringing the total license count from (35) to (41). This ordinance is for the coverage term period March 16, 2018 through March 16, 2019, for software maintenance and support on (41) licenses, at a cost of $25,830.00.
The Crime Lab Information Management System is a proprietary system from JusticeTrax, Inc. As such, 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 contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
In the years 2016 and 2017, the Department of Technology expended $25,200.00 each year for software maintenance and support. This year the cost is $25,830.00 for software maintenance and support services. Funds totaling $26,960.00 are budgeted and available within the Department of Technology, direct charge agency, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor: JusticeTrax, Inc. CC#: 86-0960454 Expiration Date: 03/8/2019
(DAX Vendor Account # 010567)
Title
To authorize the Director of the Department of Technology to enter into a contract with JusticeTrax, Inc. for software maintenance and support services associated with the Division of Police’s Crime Lab Information Management System, in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $25,830.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($25,830.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into a contract for software maintenance and support services on (41) licenses associated with the Division of Police’s Crime Lab Information Management System (LIMS-Plus) provided by JusticeTrax, Inc. with a term period from March 16, 2018 through March 16, 2019, at a cost of $25,830.00; and
WHEREAS, this ordinance is being submitted in accordance with the sole source provisions of Chapter 329 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department Technology, on behalf the Division of Police, to establish an annual maintenance and support contract with JusticeTrax, Inc. for the Crime Lab Information Management System (LIMS-Plus) for the immediate preservation of 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 is hereby authorized to enter into a contract with JusticeTrax, Inc. for software maintenance and support services on the Division of Police’s Crime Lab Information Management System with a coverage term period of March 16, 2018 through March 16, 2019 at the cost of $25,830.00.
SECTION 2: That the expenditure of $25,830.00 or so much thereof as may be needed is hereby authorized to be expended from: (see attachment 0278-2018 EXP)
Dept.: 47 | Div.: 47-01| Obj. Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | SECTION 3: 470104 | SECTION 4: IS01 | SECTION 5T: IT1215 {Police Division}| Amount: $25,830.00
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 agreement is being entered into in accordance with the sole source provisions of the City of Columbus Code, Chapter 329.
SECTION 6: 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.