Explanation
BACKGROUND: The Department of Public Safety, Division of Police: Accident Investigation Unit (AIU) has aging equipment needing to be replaced or updated. The new Trimble measuring equipment, which has been approved for purchase, will allow AIU to fully document a traffic crash and make additional accurate indirect measurements required to fully and properly reconstruct the collision. Reconstructions and the information they generate are useful to properly apply the law and are often required for a just resolution.
Bid Information: Precision Laser & Instrument is the sole distributor of the following products:
• Turn-key solution with full factory warranty and support for entire equipment suite
• Total Station, GPS, and Scanner w/all necessary equipment and software to operate
• 100% compatible with currently owned Trimble equipment
• 100% compatible with current and archive file type currently kept by AIU
• Repair drop off and use of loaner equipment within 2 hours during business hours
• Direct data sharing between devices (no translator software needed between devices)
• Direct data sharing between devices operated by cooperating jurisdictions
The State of Ohio established a State Term Schedule Contract, Index No. STS033 and Schedule Number 534519, which expires on 06/30/2025 and is an Ohio DAS Cooperative Purchasing contract. City Ordinance #582-87 authorizes its use by City agencies. This contract is with Precision Laser & Instrument, whom is also the sole distributor for these products in this territory. Therefore, the Division of Police is requesting to purchase these items from this State Term Schedule Contract, which are distributed by a sole source distributor.
Contract Compliance: CC-002010, Compliance expires 9/11/2026.
This company is not debarred according to the Federal Excluded Parties List System or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Emergency Designation: Emergency legislation is requested to expedite the process of this purchase in order to meet the deadlines of the grant award and to supply AIU with the necessary equipment to improve accident investigations immediately and to not lose said funding.
FISCAL IMPACT: This ordinance authorizes an expenditure of $101,999.90 to Precision Laser & Instrument for the purchase of updated and new measuring equipment.
Title
To authorize the Department of Finance and Management, on behalf of the Division of Police Accident Investigation Unit (AIU), to issue a purchase order to Precision Laser & Instrument, Inc. for the purchase of Trimble accident measuring equipment in accordance with the terms of the State of Ohio DAS Cooperative Purchasing contract; to enter said agreement in accordance with sole source provisions of Columbus City Code; to authorize the expenditure of $101,999.90 from the FY23 Justice Assistance Grant (JAG); and to declare an emergency. ($101,999.90)
Body
WHEREAS, The Division of Police AIU needs to purchase the Trimble accident measuring equipment; and,
WHEREAS, there is a State of Ohio DAS Cooperative contract for purchase of this equipment with Precision Laser & Instrument; and,
WHEREAS, it the state term contract is authorized for use by City agencies according to City Ordinance #582-87; and,
WHEREAS, Precision Laser & Instrument is the sole distributor of the specific Trimble accident measuring equipment, and
WHEREAS, there is no other source for obtaining this equipment in this territory than to purchase directly from Precision Laser & Instrument; and,
WHEREAS, it is in the best interest of the City to enter said agreement in accordance with sole source provisions of Section 329 of the City Code; and,
WHEREAS, this purchase will be made with allocated funds from the FY23 Justice Assistance Grant (JAG); and,
WHEREAS, an emergency exists in the usual operation of the Department of Public Safety, Division of Police AIU in that it is immediately necessary to purchase the Trimble accident measuring equipment, that will immediately allow the AIU to more accurately measure the traffic scene crashes and in a timely manner as to meet grant deadlines, for the immediate preservation of the public peace, health, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Department of Finance and Management be and is hereby authorized and directed to issue a purchase order for the purchase of the Trimble accident measuring equipment in accordance with State Term Schedule Contract, Index Number STS033 and Schedule Number 534519 as authorized by City ordinance #582-87 for Precision Laser & Instrument; also, the issuance of said purchase order is authorized in accordance with the sole source provisions of Section 329 of the City Code.
SECTION 2. That the expenditure of $101,999.90 or so much thereof as may be needed, be and the same is hereby authorized from the FY23 JAG in object class 06 equipment per the accounting codes attached 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 change necessary to ensure that the purchase order is properly accounted for and recorded accurately on the City's Financial records.
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.