Title
AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH DON SANDERSON FORD, INC. AND APPROVE THE PURCHASE OF A CRIME SCENE RESPONSE VEHICLE FOR THE GLENDALE POLICE DEPARTMENT UTILIZING AN ARIZONA STATE PURCHASING CONTRACT
Staff Contact: Debora Black, Police Chief
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Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the City Manager to enter into a linking agreement with Don Sanderson Ford, Inc. and approve the purchase of a crime scene response vehicle for the Glendale Police Department (GPD) Forensic Unit in an amount not to exceed $40,000. This cooperative purchase is available through an agreement between the State of Arizona and Don Sanderson Ford, Inc. (Contract No. ADSPO14-063240) and is effective through January 14, 2016. Council approval is required because the city has already exceeded the $50,000 expenditure authority limit with Don Sanderson Ford, Inc. through a previous purchase.
Background
Requests for GPD Forensic Unit Technicians occur around the clock every day; averaging six to seven per week or more than 350 times a year. The GPD Forensic Unit currently only has one modern up-to-date van properly equipped for a response to major crime scenes. In the past five years significant changes have taken place in the field of forensics. The equipment, tools, and crime scene processing methods have become increasingly complex. As new techniques are developed and accepted by the courts, police departments must carry more technical equipment and supplies for crime scene processing.
Crime scene response vehicles must be able to safely transport personnel, evidence collection equipment and materials, bio-hazard and safety products, as well as sensitive forensic equipment to crime scenes. In addition, vehicles must be constructed in such a way as to protect the integrity of the evidence from environmental concerns, maintain security of the chain-of-custody, and prevent cross-contamination while in transport. Separate personnel access to equipment and safety supplies is required, along with a large inside compartment for the security of evidence during storage at the scene and transportation back to a property/evidence room. If this request is approved, a new crime scene response vehicle will be purchased and specifications will be established to ensure the design facilitates the needs of the GPD Forensic Unit.
Materials Management and the City Attorney's Office has reviewed and approved the use of the Cooperative contract with Don Sanderson Ford, Inc. (ADSPO14-063240) for the vehicle purchase; and the City Attorney's Office has prepared a linking agreement for use with the contract.
Analysis
Cooperative purchasing allows counties, municipalities, schools, colleges and universities in Arizona to use a contract that was competitively procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing. The Glendale City Code authorizes cooperative purchases when the solicitation process utilized complies with the intent of Glendale's procurement processes. This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management.
Staff is recommending Council authorize the City Manager to enter into the linking agreement with Don Sanderson Ford, Inc. and approve the purchase of a crime scene vehicle for the GPD in a total amount not to exceed $40,000.
Previous Related Council Action
On October 14, 2014, Council authorized the City Manager to enter into a linking agreement with Don Sanderson Ford, Inc. and approved the purchase of two vehicles for the GPD Special Investigations Unit utilizing an Arizona State purchasing cooperative contract.
Community Benefit/Public Involvement
The GPD Forensic Unit is responsible for responding to major crimes scenes in order to collect and process forensic evidence. Updating the equipment will strengthen the ability to efficiently respond to crimes scenes, gather evidence and ensure timely processing of crucial evidence.
Budget and Financial Impacts
Racketeering Influenced Corrupt Organization (RICO) funds have been approved and will be utilized for the purchase of the crime scene vehicle.
Cost |
Fund-Department-Account |
$40,000 |
1860-32030-551400, State RICO |
Capital Expense? No
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No