Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to waive the competitive bidding requirements of City of Columbus Code 329 and issue a purchase order to Tablet Command, Inc. for the purchase of an incident command module for the Division of Fire. The Division of Fire (CFD) is in need of purchasing an incident command accountability module to replace the initial module purchased from Scott Safety/3M via Ordinance 1915-2016 passed 7/18/2016. The module that was purchased did not meet performance expectations and was returned to the vendor for a full refund. The Division of Fire is in need to appropriate that refund, which was deposited directly into the Safety Bond Fund. Columbus Fire’s Health, Safety & Innovation Bureau evaluated several other established market leaders in incident command accountability solutions, and determined that Tablet Command provides a solution that will provide CFD with a product that meets, if not exceeds, the myriad of requirements of the division.
Three (3) solutions were considered as viable solutions: Adashi C&C Command Software, Rhodium Incident Management Suite and Tablet Command Incident Management and Response Software. The solutions explored as viable alternatives at the Fire Department Instructors Conference (FDIC) in Indianapolis were narrowed down to the Adashi and Tablet Command solutions. In April 2019, web demonstrations for the two front runners where conducted jointly by Health, Safety, and Innovation and Emergency Services (we had previously conducted a WebEx with Rhodium in 2017). At the conclusion of the demos, it was clear that the Tablet Command solution was the best solution for the Division of Fire.
The factors that led with the decision to move forward with Tablet Command over Adashi were the simple and intuitive user interface, uncomplicated design, ability to easily scale incident management from our most common and simple incidents to less common complex incidents, and the 2-way CAD interface capability allowing for future growth and cost saving opportunities. The evaluation committee members all felt strongly that the Tablet Command solution would be a more accepted and easily adoptable technology solution for the division of fire. The system offered allows for future growth and potential cost savings.
The purchase of this incident command module will provide fire/rescue/hazardous materials response commanders real-time access to geographic, building/structural, hydrant/water access, etc. information related to the incident scene, and enable the pre-planned response of personnel and resources, and accountability, air magement, and CAD tracking on demand.
Bid Information: Upon the failure of the initially purchased incident command module, Fire's Health, Safety & Innovation Bureau began evaluating other market leading vendors that provide such products; the product available from Tablet Command Inc. provides a solution that is expected to exceed the requirements of the Fire Division, and it is recommended that the competitive bidding requirements of Columbus City Code 329 be waived to allow for the immedite purchase of this incident command module.
Vendor Information: Tablet Command Inc. FID #81-2137481
Emergency Designation: This legislation is to be declared an emergency measure so that legislative approval can occur prior to expiration of the product quote attached hereto.
FISCAL IMPACT: This ordinance authorizes the amending of the 2019 Capital Improvements Budget and allows for the appropriation of $150,831.45 within Safety's Capital Improvement budget and an expenditure of $147,703.89 for this purchase; funding exists within the Fire Division's Safety Bond Fund, Fire Self Contained Breathing Apparatus Project for this purchase.
Title
To authorize the City Auditor to amend the 2019 Capital Improvements Budget; to waive the competitive bidding requirements of Columbus City Code Chapter 329; to authorize and direct the Finance and Management Director to issue a purchase order to Tablet Command Inc. for the purchase of an incident command module for the Division of Fire; to appropriate $150,831.45 and expend $147,703.89 from the Safety Bond Fund; and to declare an emergency. ($147,703.89)
Body
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget within the Safety Bond Fund; and,
WHEREAS, is is necessary to appropriate and expend funds within Public Safety's Capital Improvement Budget to properly align cash with projected expenditure; and,
WHEREAS, three (3) solutions were considered as viable solutions: Adashi C&C Command Software, Rhodium Incident Management Suite and Tablet Command Incident Management and Response Software. The solutions explored as viable alternatives at the Fire Department Instructors Conference (FDIC) in Indianapolis were narrowed down to the Adashi and Tablet Command solutions. In April 2019, web demonstrations for the two front runners where conducted jointly by Health, Safety, and Innovation and Emergency Services (we had previously conducted a WebEx with Rhodium in 2017). At the conclusion of the demos, it was clear that the Tablet Command solution was the best solution for the Division of Fire, and
WHEREAS, the Division of Fire needs to purchase an incident command module from Tablet Command Inc. for use in emergency response incidents; and,
WHEREAS, for the aforementioned reasons, it is now necessary for the Director of Finance and Management to issue a purchase order to Tablet Command Inc. for the purchase of an incident command module; and,
WHEREAS, an emergency exists in the usual daily operations of the Division of Fire, Department of Public Safety, in that it is immediately necessary to purchase said module, 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 2019 Capital Improvement Budget be amended in Fund 7701, as follows:
Project Name | Project Number | Current Authority | Revised Authority | Difference
Fire Self Contained Breathing Apparatus P340116-100001 $0 $150,831 $150,831
SECTION 2. That the City Auditor is authorized to appropriate $150,831.45 of cash within Public Safety's Capital Improvement budget per the accounting codes in the attachment to this legislation.
SECTION 3. That the Director of Finance and Management is hereby authorized and directed to issue a purchase order to Tablet Command Inc. for the purchase of an incident command module.
SECTION 4. That the expenditure of $147,703.89, or so much thereof as may be necessary, for the purchase of this equipment be and is hereby authorized from the Safety Bond Fund, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. 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 7. 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 8. That this Council finds it is in the City's best interest to waive the competitive bidding requirements of City Code to allow the aforementioned purchase.
SECTION 9. 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.