Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology on behalf of the Department of Public Safety, Division of Police, to enter into a software maintenance and support contract with Motorola Solutions, Inc. to manage the maintenance agreement on the PremierOne Records Computerized Crime Data Reporting System. The original contract (EL014325) was authorized by ordinance 0855-2013 on April 22, 2013 and included the option to renew for four (4) additional one (1) year terms after the initial year of the contract in accordance with the sole source provisions of the Columbus City Code, Chapter 329. This contract was most recently authorized under ordinance 0441-2017 passed March 27, 2017 through PO058796. The term period for this contract is from March 1, 2018 through December 31, 2018, at the cost of $203,930.00.
In 2002, the Division of Police purchased and implemented a computerized Ohio Incident Based Reporting System/National Incident Based Reporting System (OIBRS/NIBRS), per Ordinance 2253-2001 passed December 17, 2001, for offense and complaint/incident reports. NIBRS is a set of rules set forth by the federal government to be followed by local and state agencies when reporting crime statistics. It assures all law enforcement agencies report crime data using the same data makers, types, and descriptors, as well as the same reporting methods, which enhances the FBI's ability to analyze the incoming statistics. The data migration from the legacy records management system (NetRMS) to the Motorola PremierOne Records system was authorized under ordinance 0343-2014 passed February 24, 2014 (EL015362), and awarded through solicitation SA005116 allowing for the data to be housed in one system.
The PremierOne Records Computerized Crime Data Reporting System is a proprietary system from Motorola Solutions, Inc. the sole provider and copyright holder of the system. As such, the City must purchase annual support and maintenance from Motorola Solutions, Inc. For this reason, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from this supplier.
FISCAL IMPACT:
In the years 2016 and 2017, $271,019.00 and $285,850.00, respectively was legislated by the Department of Technology for software maintenance and support services for the PremierOne Records system. This ordinance (2018) for software maintenance and support services with Motorola Solutions, Inc. will be $203,930.00. Funding is available within the Department of Technology, direct charge agency, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Motorola Solutions, Inc. Vendor ID #: 36-1115800 Expires: 04/11/2020
(DAX Vendor Account: 007169)
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a contract with Motorola Solutions, Inc. for software maintenance and support services associated with the Division of Police’s PremierOne Records computerized crime data reporting system in accordance with sole source provisions of Columbus City Code; to authorize the expenditure of $203,930.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($203,930.00)
Body
WHEREAS, in 2013, the Division of Police entered into a new contract EL014325 with Motorola, Inc., the existing sole source vendor, that has provided software support maintenance and support services for the computerized Ohio Incident Based Reporting System/National Incident Based Reporting System (OIBRS/NIBRS) for offense and complaint/incident reports originally purchased in 2002; and
WHEREAS, the original contract (EL014325) was authorized by ordinance 0855-2013 on April 22, 2013 and included the option to renew for four (4) additional one(1) year terms, and the most recent contract was authorized under ordinance 0441-2017, passed March 27, 2017 through PO058796 and;
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a software maintenance and support services contract for the PremierOne Records system provided by Motorola Solutions, Inc.; the term period will be March 1, 2018 through December 31, 2018, at the cost of $203,930.00; and
WHEREAS, Motorola Solutions, Inc. is the sole provider for upgrade and licensing of the PremierOne Records system and this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Chapter 329; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology and Department of Public Safety in that it is immediately necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a contract for software support and maintenance services with Motorola Solutions, Inc. for the immediate preservation of 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 the Department of Technology on behalf of the Department of Public Safety, be and is hereby authorized and directed to enter into a contract with Motorola Solutions, Inc. for software maintenance and support services for the PremierOne Records system for the Department of Public Safety, Division of Police for a coverage term period from March 1, 2018 through December 31, 2018, at a cost of $203,930.00.
SECTION 2. That the expenditure of $203,930.00, or so much thereof as may be necessary is hereby authorized to be expended from: (see attached 2155-2018 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 5: IT1215 {Police Division}| Amount: $203,930.00 {Maintenance and support services}
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 ordinance is being established 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 to be an emergency 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.