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File #: 0125-2020    Version: 1
Type: Ordinance Status: Passed
File created: 1/8/2020 In control: Technology Committee
On agenda: 2/3/2020 Final action: 2/5/2020
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 $298,088.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($298,088.00)
Attachments: 1. Motorola email, 2. City of Columbus P1REC Sole Source Lttr SA 407 Term 18-19 (v 2-6-19), 3. 0125-2020 EXP, 4. Sole Source Form Ord. No. 0125-2020, 5. 2020 Motorola Quote Doc

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 the second year of a three (3) year contract/ agreement from January 1, 2019 through December 31, 2021 with Motorola Solutions, Inc. for software maintenance and support on the PremierOne Records Computerized Crime Data Reporting System. The contract was most recently authorized under ordinance 0411-2019 passed February 25, 2019 through PO164068. This ordinance will authorize the second year of the three year contract with a term period from January 1, 2020 through December 31, 2020, at a cost of $298,088.00.  The third year cost will be $312,433.00 respectively, for a total cost over the three years of the contract totaling $894,947.00.

 

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 2018 and 2019, $203,930.00 and $284,426.00, respectively were legislated by the Department of Technology for software maintenance and support services for the PremierOne Records system. This ordinance (2020) for software maintenance and support services with Motorola Solutions, Inc. will be $298,088.00.  Including this request, the aggregate contract total amount is $582,514.00.  Funding is available within the Department of Technology, direct charge agency, Information Services Operating Fund.  This ordinance is contingent on the passage of the 2020 City of Columbus Operating Budget.

 

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 $298,088.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($298,088.00)

 

Body

 

WHEREAS, 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, and under ordinance 0343-2014 passed February 24, 2014 (EL015362) awarded through solicitation SA005116 authorized the data migration from the legacy records management system (NetRMS) to the Motorola PremierOne Records system for the data to be housed in one system.; and

 

WHEREAS, the contract was most recently authorized under the authority of Ordinance No.# 0411-2019, passed February 25, 2019 through PO164068; and

 

WHEREAS, it is necessary to authorize the Director of the Department of Technology on behalf of the Department of Public Safety, Division of Police, to continue a three (3) year contract/ agreement from January 1, 2019 through December 31, 2021 with Motorola Solutions, Inc. for software maintenance and support services on the PremierOne Records Computerized Crime Data Reporting System and;

 

WHEREAS,  this ordinance will authorize the second year of the three year contract with a coverage term period from January 1, 2020 through December 31, 2020, at a cost of $298,088.00.  The third year cost will be $312,433.00 respectively, for a total cost over the three years of the contract totaling $894,947.00; 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 to continue a three (3) year contract/ agreement from January 1, 2019 through December 31, 2021 with Motorola Solutions, Inc. for software maintenance and support on the PremierOne Records Computerized Crime Data Reporting System.  This ordinance authorizes the second year of the three year contract with a coverage term period from January 1, 2020 through December 31, 2020, at a cost of $298,088.00.  The third year cost will be $312,433.00 respectively, for a total cost over the three years of the contract totaling $894,947.00.

 

SECTION 2.  That the expenditure of $298,088.00, or so much thereof as may be necessary is hereby authorized to be expended from: (please see attached 0125-2020 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:  $298,088.00 {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.