Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Public Safety, on behalf of the Division of Support Services, to enter into a contract with Sound Communications, Inc. to upgrade the Audio Digital Communications Recording System for the Police and Fire Communications System.
The Audio Digital Communication Recording systems is essential in logging Police, Fire and EMS, E911 dispatched calls, and radio communications. It is also used to track and store audio files that are used for police and fire investigations as well as public information requests from the City Attorney, outside attorneys, and other public entities and the general public.
This upgrade is needed to replace the current system purchased in 2012. The new system will have new servers as well as software with Malware prevention and improved cybersecurity software.
Bid Information: Sound Communications Inc. is the proprietary software licensing and maintenance contractor for the City's current Audio Digital Communications Recording Systems and is currently the only Verint Reseller with Verint Media Recorder certified technicians in Franklin County and surrounding areas. This upgrade will bring the existing system up to date and provide the most advanced security and performance.
Contract Compliance: Vendor# 005081, FID 31-1331321, with an expiration date of 8/12/2023.
FISCAL IMPACT: Funds for this purchase are available in Public Safety's Capital Budget and will be transferred from other areas to contract for this project upgrade. This ordinance also authorizes an amendment to the 2020 Capital Improvement Budget and the transfer of funds between Safety capital projects.
Title
To amend the 2020 Capital Improvement Budget; to authorize the City Auditor to transfer funds between projects within the Department of Public Safety’s Bond Funds; to authorize the Director of the Department of Public Safety, on behalf of the Division of Support Services, to enter into contract with Sound Communications Inc. for the upgrade of the Audio Digital Communications Recording System for Police and Fire communications, to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $318,104.86 from Public Safety's Capital Improvement Fund. ($318,104.86)
Body
WHEREAS, it is necessary to amend the 2020 Capital Improvement Budget and transfer cash between projects within the Department of Public Safety’s Bond Funds; and
WHEREAS, the Department of Public Safety has a need to enter into contract with Sound Communications, on behalf of the Division of Support Services, for the upgrade of the Audio Digital Communications Recording System for Police and Fire communications; and
WHEREAS, Sound Communications Inc. is the original provider of the current system and is the sole provider of this product; and
WHEREAS, Sound Communications Inc. is the proprietary software licensing and maintenance contractor for the City's current Audio Digital Communications Recording Systems, therefore, it is in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Safety to authorize the Director to enter into contract with Sound Communications, on behalf of the Division of Support Services, for the upgrade of the Audio Digital Communications Recording System for Police and Fire communications; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Safety be and is hereby authorized to enter into contract with Sound Communications, Inc. for the purchase of the Verint v15 Media Recorder for the Police and Fire Audio Digital Communications Recording System.
SECTION 2: That the 2020 Capital Improvement Budget is hereby amended as follows:
Project No. | Project Name | Current Authority | Revised Authority | Change
P340150-100000 / Fire Apparatus Replacement-Medics-SIT Supported / $188,168 / $29,382 / ($158,786)
P320020-100001 / CAD System Refresh-Carryover / $147,377 / 0 / ($147,377) Includes Encumbrance Cancellations.
P320018-100000 / 911 Safety System Update /$11,942 /$0/($11,942) Includes Encumbrance Cancellations.
P320020-100000 / Safety Systems Updates-SIT Supported / $0 / $158,786 / $158,786
P320020-100000 / Safety Systems Updates-Carryover/ $0 / 159,319 / 159,319
SECTION 3. That the transfer of $318,104.86, or so much thereof as may be needed is hereby authorized within Fund 7701 (Public Safety Voted Bond Fund), in Object Class 06- Capital Outlay per the account codes in the attachment to this ordinance
SECTION 4. That the expenditure of $318,104.86, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized from Fund 7701 per the accounting codes in the attachment to this ordinance.
SECTION 5. That this Council finds it to be in the best interests of the City to waive the relevant provisions of Chapter 329 of City Code relating to Competitive bidding for this purchase.
SECTION 6. That the monies in the foregoing Sections shall be paid upon order of the Director of Public Safety, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. 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 8. 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 9. 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 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.