Explanation
BACKGROUND: The Police Crime Laboratory proposes to computerize the crime laboratory's information management processes and improve the quality and timeliness of forensic services. The crime laboratory currently utilizes an antiquated computer program to record and track cases and evidence received at the laboratory. The laboratory relies on photocopies of handwritten chain of custody labels for use in court proceedings.
The Crime Laboratory proposes to implement a forensic laboratory information management system that will allow for evidence transfers to be performed more quickly through use of electronic tracking. The project will also allow for reporting to include the number and types of cases received, those awaiting analysis at the laboratory, turnaround time of casework, and output for individual analysts. This computerization will reduce the time employees spend documenting evidence transfers and producing management reports, and will allow for more time to be utilized for the analysis of casework thereby reducing turnaround time and backlog.
BID INFORMATION: A Formal Request for Proposals (RFP-SA003600) was posted on June 21, 2010. The following vendors submitted bids as follows:
JusticeTrax, Inc. (MAJ) Porter Lee Corporation (MAJ)
Starlims Corporation The Computer Solution Company
After committee evaluation and vendor demonstrations, the Division of Police recommends acceptance of the proposal submitted by JusticeTrax, Inc. in the amount of $198,541.52. JusticeTrax was one of two vendors that met the minimum specifications and qualifications called for in the RFP. JusticeTrax received the highest scoring from the evaluation committee due to their proposal and their understanding of the tasks, as well as their product demonstration. Negotiations with JusticeTrax, Inc. resulted in the contract price of $198,541.52.
Contract Compliance No: 86-0960454, expires 6/08/2012
Emergency Designation: Emergency legislation is needed because the grant award period began October 1, 2009 and the acquisition, implementation, and payment of this system must be completed within the award period.
FISCAL IMPACT: This ordinance authorizes an expenditure of $125,000.00 from the FY2009 Coverdell Forensic Improvement Grant fund, and $73,541.52 from the Law Enforcement Drug Seizure fund to enter into contract with JusticeTrax, Inc. for the purchase of a Crime Laboratory Management System for the Division of Police. The procurement of the Crime Laboratory Management System will have no impact on the financial status of the General Fund.
Title
To authorize and direct the Director of Public Safety to enter into contract with JusticeTrax, Inc. for the purchase of a Laboratory Management System for the Division of Police; to authorize the expenditure of $198,541.52 from the Government Grant and the Drug Seizure Funds; and to declare an emergency ($198,541.52).
Body
WHEREAS, the Division of Police has been awarded funding through the FY2009 Coverdell Forensic Improvement (Competitive) Grant from the Office of Justice Programs, via the National Institute of Justice, for the purchase of a Laboratory Management System; and
WHEREAS, the funds awarded for the purchase of this Laboratory Management System will allow for evidence transfers to be performed more quickly through use of electronic tracking of custody ; and
WHEREAS, a formal RFP, SA003600, was opened on June 21, 2010 for this purchase; and
WHEREAS, after committee evaluation and vendor demonstrations, the Division of Police recommends acceptance of the proposal submitted by JusticeTrax, Inc. for this purchase; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to authorize and direct the Director of Public Safety to enter into contract with JusticeTrax, Inc. for the purchase of a Laboratory Management System, 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 City of Columbus Director of Public Safety be and is hereby authorized and directed to enter into contract with JusticeTrax, Inc. to purchase a Laboratory Management System for the Division of Police, Department of Public Safety.
SECTION 2. That a committee reviewed, evaluated, negotiated and recommended that a contract should be awarded to JusticeTrax, Inc. in the amount of $198,541.52.
SECTION 3. That the expenditure of $198,541.52, or so much thereof as may be needed, be and the same is hereby authorized as follows:
| DIV 30-03 | FD 220 | OBJ1 02 | OBJ3 2224 | OCA 339132 | GRANT 339132 | 125,000.00 |
| DIV 30-03 | FD 219 | OBJ1 02 | OBJ3 2224 | OCA 300988 | SUBFD 016 | 64,000.00 |
| DIV 30-03 | FD 219 | OBJ1 06 | OBJ3 6697 | OCA 300988 | SUBFD 016 | 9,541.52 |
SECTION 4. 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.