Explanation
BACKGROUND: This ordinance authorizes the Director of Finance and Management to purchase one (1) Forensic Server and six (6) Forensic Workstations. This equipment will be utilized by the Division of Police Digital Forensic Unit to investigate and process all digital related cases. The three systems the unit currently uses are becoming outdated, and the new equipment will allow the unit to process cases in a more efficient manner. The old workstations will be re-purposed for other digital forensic needs within the unit and will allow the new equipment to process the more labor and time sensitive information. The new server and workstations will allow for increased productivity and decrease the amount of time it takes to analyze the digital information for their cases. This particular server and workstation will collect digital evidence from many different platforms such as Windows, iOS, and Linux systems and will allow for backup capabilities and increase our storage space needed to retain the data.
BID INFORMATION: Formal Bid# RFQ010149 was opened on September 20, 2018. Two responses were received, however one response did not contain any attachments or pricing information and was deemed non-responsive. The responsive bid came from HTCI EDAS FOX LLC. Based on the vendor being the most responsive bid, the Division of Police recommends that a contract be awarded to HTCI EDAS FOX LLC.
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 Number: CC026884 expires September 10, 2020.
EMERGENCY DESIGNATION: Emergency legislation is requested to supply the Digital Forensic Unit with the necessary tools to further improve efficiency and operations, and to purchase one (1) Forensic Server and six (6) Forensic Workstations as soon as possible.
FISCAL IMPACT: The purchase of the one (1) Forensic Server and six (6) Forensic Workstations at $200,320.00 will be made using the Law Enforcement Contraband Seizure Fund.
Title
To authorize and direct the Director of Finance and Management to enter into contract with HTCI EDAS FOX LLC. for the purchase of one (1) Forensic Server and six (6) Forensic Workstations for the Division of Police Digital Forensic Unit; to authorize the expenditure of $200,320.00 from the Law Enforcement Contraband Seizure Fund; and to declare an emergency. ($200,320.00)
Body
WHEREAS, a formal bid opening was held on September 20, 2018 for the purchase of one(1) Forensic Server and six (6) Forensic Workstations for the Division of Police; and
WHEREAS, the Division of Police Digital Forensic Unit, Department of Public Safety needs to purchase one (1) Forensic Server and six (6) Forensic Workstations; and
WHEREAS, HTCI EDAS FOX LLC. was the most responsive bid received; and
WHEREAS, funds are budgeted through the Law Enforcement Contraband Seizure Fund and will be used for the purchase of one (1) Forensic Server and six (6) Forensic workstations with HTCI EDAS FOX LLC; and,
WHEREAS, an emergency exists in the usual daily operation in the Division of Police, Department of Public Safety, in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract with HTCI EDAS FOX LLC. for the purchase one (1)Forensic Server and six (6) Forensic Workstations as soon as possible for the 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 Finance and Management be and is hereby authorized and directed to enter into a contract with HTCI EDAS FOX LLC. for the purchase of one (1) Forensic Server and six (6) Forensic Workstations for the Division of Police Digital Forensic Unit, Department of Public Safety.
SECTION 2. That the expenditure of $200,320.00, or so much thereof as may be needed from the Law Enforcement Contraband Seizure Fund, is hereby authorized in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance:
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 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 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 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.