Explanation
BACKGROUND: The City of Columbus has been awarded a Federal Fiscal Year 2017 Justice Assistance Grant (JAG) Award from the Bureau of Justice Assistance, Office of Justice Programs via the Franklin County Office of Justice Policy and Programs. The JAG program provides funding to allow states and local governments to support a broad range of activities to prevent and control crime and improve the criminal justice system. The FY17 JAG Award #17-JAG-1000 will provide funds for two separate projects for the Division of Fire and the Division of Police, entitled FY17 JAG Personal Protective Equipment (PPE) and Crime Lab Upgrades Project. The Division of Fire will purchase Kevlar vests for medic vehicles. The Division of Police will purchase proprietary, e-latent case management software (LatentWorks) and fingerprint comparison computer-based training software (TrainingWorks) with interface to the existing proprietary Police Crime Lab JusticeTrax LIMS system, from Mideo Systems Inc., the sole manufacturer and distributer. The City will act as subgrantee to the Franklin County Office of Justice Policy and Programs. Therefore, the Mayor is required to sign a subgrantee award on behalf of the City. A portion of CPD’s project will be supplemented with State Law Enforcement Contraband/Seizure Funds, authorized via transfer of appropriation within this ordinance. This ordinance also authorizes CPD expenditures in the amount of $70,000.00 from the General Government Grant Fund and $7,610.00 from the State Law Enforcement Contraband/Seizure Fund to enter into a sole source contract with Mideo Systems Inc, as authorized by the grantor, and in compliance with Chapter 329.19(e) Sole Source Procurement of Columbus City Codes, 1959.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
BID INFORMATION: Mideo Systems Inc. is the sole manufacturer and distributor of both LatentWorks and TrainingWorks software programs, which are not available to be sold through any other distribution channel. The fee structure for the contract was negotiated with Mideo in December 2017 based upon a required interface with CPD’s existing proprietary Crime Lab JusticeTrax LIMS system, and with no price increases, despite unforeseen delays by the federal government to release grant awards until August 2018.
EMERGENCY DESIGNATION: Emergency legislation is necessary to make the funds available as soon as possible for the grant award start date of October 1, 2018 and to encumber supplemental funding prior to year-end city fiscal deadlines.
Contract Compliance Number: Contract Compliance is in process and will be achieved prior to procurement.
FISCAL IMPACT: $170,000.00 of appropriated funds will be reimbursed by the grant award. $7,610.00 will be funded by the State Law Enforcement Contraband/Seizure Fund.
Title
To authorize and direct the Mayor of the City of Columbus to accept a subgrantee award through the FY17 Justice Assistance Grant (JAG) Program from the Bureau of Justice Assistance via the Franklin County Office of Justice Policy and Programs; to authorize an appropriation of $170,000.00 from the unappropriated balance of the General Government Grant Fund; to authorize a transfer and expenditure of $7,610.00 in the State Law Enforcement Contraband/Seizure Fund; to authorize the Director of Public Safety to enter into contract with Mideo Systems, Inc. to procure Latent Print Unit upgrades for the FY17 JAG PPE and Crime Lab Upgrades Project in accordance with the provisions of sole source procurement; to authorize an expenditure of $70,000.00 from the General Government Grant Fund; and to declare an emergency. ($177,610.00)
Body
WHEREAS, the Columbus Division of Fire seeks to continue their Kevlar vest replacement schedule; and,
WHEREAS, the Columbus Division of Police seeks to enhance and expand their ability to maintain and preserve latent print evidence and technical observation records, and improve the in-house, entry-level latent print training program; and,
WHEREAS, the City of Columbus, Department of Public Safety was awarded funding through the FY17 Justice Assistance Grant (JAG) Program for the PPE and Crime Lab Updates Project; and,
WHEREAS, the City will act as subgrantee to the Franklin County Office of Justice Policy and Programs, and therefore, the Mayor is required to sign a subgrantee award on behalf of the City; and,
WHEREAS, an appropriation of $170,000.00 from the unappropriated balance of the General Government Grant Fund is needed; and,
WHEREAS, a transfer of $7,610.00 within the State Law Enforcement Contraband/Seizure Fund is needed; and,
WHEREAS, the Director of Public Safety, on behalf of the Columbus Division of Police, seeks to enter into contract with Mideo Systems, Inc. to procure Latent Print Unit upgrades for the FY17 JAG PPE and Crime Lab Upgrades Project under the provisions of Chapter 329.19 (e), Sole Source Procurement of Columbus City Codes, 1959; and,
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety in that it is immediately necessary to accept, appropriate, and expend funds related to the FY17 Justice Assistance Grant award in order to make funds available for the grant award period, thereby preserving the public peace, health, property, safety, and welfare, now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Mayor of the City of Columbus be and is hereby authorized and directed to accept a FY17 Justice Assistance Grant for the PPE and Crime Lab Updates Projects.
SECTION 2. That the transfer of $7,610.00 within the State Law Enforcement Contraband/Seizure Fund is hereby authorized per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Safety is hereby authorized to enter into contract with Mideo Systems, Inc. for proprietary software, licensing, and training system upgrades to interface with the Police Crime Lab's existing JusticeTrax LIMS system under the provisions of Chapter 329.19 (e) Sole Source Procurement of Columbus City Codes.
SECTION 4. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the Project Period, the sum of $100,000.00 is appropriated in Fund 2220 General Government Grants in Object Class 02 Supplies and 70,000.00 in Object Class 03 Contractual Services per the account codes in the attachment to this ordinance. This appropriation is effective upon receipt of the fully executed agreement.
SECTION 5. That the expenditure of $77,610.00, or so much thereof as may be needed, be and the same is hereby authorized in Fund 2220 and Fund 2219 Object Class 03 Services per the accounting codes in the attachment to this ordinance.
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, at the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 8. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated.
SECTION 9. 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.