Explanation
BACKGROUND: The Division of Police Crime Lab's Gas Chromatographs/Mass Spectrometers (GCMS) instruments aid in the identification and analysis of controlled substances (drugs). This equipment is used to process and present evidence for criminal prosecutions, which requires our strict adherence to rules of evidence and established, mandatory timeliness. The Division of Police has a need for maintenance and repair services with Agilent Technologies, Inc. in order to ensure timely repair of equipment should it be needed, and adequately protect the City's investment.
BID INFORMATION: The Division of Police is requesting to issue this maintenance contract in accordance with provisions of sole source procurement based on: 1) the inherent risk that services provided by a third party may invalidate instrument warranties and original instrument purchase terms, and 2) that Agilent is the sole source for factory recommended replacement parts.
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.
CONTRACT COMPLIANCE NO: CC18772-124538 Expiration 10/07/2018
EMERGENCY DESIGNATION: Emergency legislation is requested for this ordinance to ensure that there are maintenance and repair services available for the four (4) existing Agilent Gas Chromatograph/Mass Spectrometer instruments as soon as possible.
FISCAL IMPACT: This ordinance authorizes an expenditure of $30,420.00 from the Division of Police's General Fund operating budget with Agilent Technologies for a maintenance and repair contract for Crime Lab equipment. The Division of Police spent $31,740.96 in 2016, $30,220.67 in 2015, $29,490.37 in 2014, $19,968.48 in 2013, and $19,973.63 in 2012 for these services.
Title
To authorize and direct the Director of Public Safety to enter into a contract for maintenance and repair services for Crime Lab instruments with Agilent Technologies, Inc., in accordance with the provisions of sole source procurement; to authorize the expenditure of $30,420.00 from the General Fund; and to declare an emergency. ($30,420.00)
Body
WHEREAS, the Division of Police needs a contract for maintenance and repair services with Agilent Technologies, Inc.; and
WHEREAS, Agilent Technologies, Inc. is a sole source provider of these maintenance and repair services; and
WHEREAS, funds budgeted in the Division's General Fund Budget will be used for a maintenance and repair services contract for the Police Crime Lab Gas Chromatograph/Mass Spectrometer Instruments; and
WHEREAS, it is in the best interest of the City to enter into said agreement in accordance with the relevant sole source provisions of the City of Columbus Codes; 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 have maintenance and repair services for the four (4) existing Agilent Gas Chromatograph/Mass Spectrometer instruments as soon as possible 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 Director of Public Safety be and is hereby authorized and directed to enter into a contract for maintenance and repair services with Agilent Technologies, Inc.
SECTION 2. That the expenditure of $30,420.00 or so much thereof as may be needed, is hereby authorized in Fund 1000, General Fund in object class 03 per the accounting codes in the attachment to this ordinance.
SECTION 3. That said contract shall be awarded in accordance with the sole source provisions of Chapter 329 of the Columbus City Code.
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 account codes as necessary.
SECTION 5. 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 changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
SECTION 6. 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.