Explanation
BACKGROUND: The Department of Public Safety, Division of Police, was awarded an Urban Area Security Initiative (UASI) Grant from the Franklin County Office of Homeland Security and Justice Programs, for the acquisition of a software upgrade to the Matrix, Inc. security system that is used throughout the Division of Police. This ordinance authorizes the Public Safety Director to execute those documents necessary for the acquisition of the Frontier Standard 2010r1 proprietary software upgrade from Matrix Systems, Inc., under provisions of sole source procurement.
The work is to include an upgrade from the current software Frontier version 5.7.1.2 (which is outdated and can no longer be supported) to Frontier Standard 2010r1; the replacement of 19 building controllers with 11 MSGs, database conversion, implementation, training, testing, and mobilization. The Division of Police will re-use the existing printer, and will provide the server and workstations.
BID INFORMATION: The Division of Police is requesting that the necessary documents needed to make this purchase be done in accordance with provisions of sole source procurement based on: 1) the proprietary nature of the software/hardware currently in use, and 2) the inherent risk that service provided by a third party may invalidate software and/or hardware warranties. Matrix Systems, Inc. is the Division of Police's contractor for service and maintenance of facility security systems. In addition, the Matrix System warranty is effective only when Matrix factory authorized and trained technicians install or service the Matrix Systems, Inc. products. Awarding it to another security provider could cause conflict with the current provider's ability to maintain proprietary equipment. The inherent risk of damage to City equipment makes it manifestly impractical and not in the best interests of the City to bid out this upgrade. The price of the work was negotiated between the Division of Police and Matrix Systems, Inc.
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. 31-0902711; expiration date January 7, 2012.
EMERGENCY DESIGNATION: Emergency legislation is requested for this ordinance so that work may begin as quickly as possible to maintain security for City employees, users, and visitors to the facility.
FISCAL IMPACT: There is no fiscal impact for the General Fund. The Intergovernmental Agreement permits the City of Columbus and Franklin County to complete the sub-grant processing prior to the expenditure of project funds, which will be made directly from the Franklin County Office of Homeland Security and Justice Programs.
Title
To authorize the Public Safety Director to execute those documents necessary with Matrix Systems Inc, for the acquisition of a software upgrade for the Division of Police security system in accordance with the sole source provisions of Columbus City Codes; and to declare an emergency. ($0)
Body
WHEREAS, it is necessary for the Public Safety Director to execute those documents necessary with Matrix Systems, Inc. for the acquisition of a proprietary software upgrade to the Police security system; and
WHEREAS, Matrix Systems, Inc. is the proprietary maintenance provider for the Division's security system and no longer supports the current software version; and
WHEREAS, grant funding has been awarded to the Columbus Division of Police through the Urban Area Security Initiative, payable directly to Matrix from the Franklin County Office of Homeland Security and Justice Programs; and
WHEREAS, it is in the best interest of the City to enter into said agreement in accordance with provisions of Section 329.07 (e) (Sole Source) of the Columbus City Code, 1959; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Safety, Division of Police, in that it is immediately necessary to authorize the Public Safety Director to execute those documents necessary with Matrix Systems, Inc., so that requested work may begin as quickly as possible to maintain security for City employees and users of the facility, thereby protecting 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 execute those documents necessary with Matrix Systems, Inc. utilizing Homeland Security Grant funds awarded from the Franklin County Office of Homeland Security and Justice Programs Urban Area Security Initiative for the purchase of a proprietary software upgrade to the Division of Police security system.
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SECTION 2. That said contract shall be awarded in accordance with provisions of Section 329.07(e) (Sole Source) of the Columbus City Code, 1959.
SECTION 3. That for the 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.