Explanation
This legislation authorizes the Director of Public Utilities to modify its contract with SGI Matrix, LLC for the purpose of providing Parts, Installation, Maintenance, Monitoring, Repair and Support Services for both new installations and existing security equipment for the various locations of the Department of Public Utilities (DPU). The Department of Public Utilities currently uses the Frontier access control system to secure many of its facilities. This contract provides for the parts, service and maintenance of all access control products under the Frontier Security brand including, but not limited to, Badge Readers, Reader Control Modules, Serial Boards, Reader Distribution Panels, Matrix Subsystem Gateways, Door Controllers, Building Controller Items and all associated connections. Batteries and Building Controllers are considered Consumables and therefore not covered under maintenance services. Building Controllers are considered end-of-life items and must be replaced with new installs rather than be repaired. This agreement provides for the repair/replacement and servicing of all accessible components and devices, emergency service calls and 24 hours a day, 7 days a week telephone support, panel and peripheral component replacement for the various electronic systems.
Modification of this contract is submitted to provide for a system-wide update from the version of Frontier that the DPU is currently operating, version R4SP4 released November 18, 2014, to the latest version of Frontier, version 4.7.0 released April 30, 2017. This modification will account for nine intervening upgrades of the software including 116 fixes, 39 enhancements, and 14 additional features. This upgrade also brings the DPU’s Frontier operating system in-line with the versions in use by the City of Columbus Department of Finance and Management and the Columbus Division of Police, enhancing City-wide access control interoperability.
SGI Matrix, LLC (Formerly Matrix Systems Inc. and Xentry Systems Integration, LLC) has installed all of the badge readers and has maintained the software, subsystem, and building controllers since the systems were installed at the various Department of Public Utilities facilities. Due to the proprietary nature of the security software and compatibility of existing security equipment, it is in the best interest of the City to waive the provisions of competitive bidding and enter into contract with SGI Matrix, LLC.
This contract is for one (1) year from the date of execution. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the City Code pertaining to the waiver of competitive bidding and contract modifications.
SUPPLIER: SGI Matrix, LLC (81-3876225), Expires January 11, 2019
SGI Matrix, LLC does not hold MBE/FBE status.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is $7,300.00. Total contract amount including this modification is $59,924.00
2. Reason additional funds were not foreseen: The initial contract provided for modifications if needed pursuant to the mutual agreement of the parties and approval of City Council.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original contract.
4. How was cost determined?: The cost, terms, and conditions of this modification was negotiated between the parties as shown in the attached quote.
FISCAL IMPACT: $7,300.00 is budgeted and needed for this purchase. $3,066.00 is budgeted and available in the Sewer System Operating Fund for the Division of Sewerage and Drainage and $4,234.00 is budgeted and available in the Water Operating Fund for the Division of Water.
Division of Sewerage & Drainage:
$11,010.68 was spent in 2017
$3,292.29 was spent in 2016
Division of Water:
$17,375.87 was spent in 2017
$18,898.50 was spent in 2016
Title
To authorize the Director of Public Utilities to modify its contract with SGI Matrix, LLC for Security System Parts, Installation, Maintenance, Monitoring, Repair and Support Services for the various facilities of the Department of Public Utilities to allow for an upgrade to the latest version of the Frontier software; to waive the competitive bidding provisions of the City Code; and to authorize the expenditure of $3,066.00 from the Sewer System Operating Fund and $4,234.00 from the Water Operating Fund. ($7,300.00)
Body
WHEREAS, the Department of Public Utilities is in need of a modification of its existing contract with SGI Matrix, LLC for the purpose of providing parts, installation, maintenance, monitoring, repair and support services for both new installations and existing security equipment for the various locations of the Department of Public Utilities in order to allow for an upgrade to the latest version of the Frontier software; and
WHEREAS, due to the proprietary nature of the security software and compatibility with existing security equipment, it is in the City’s best interest to waive competitive bidding and enter into contract with SGI Matrix, LLC; and
WHEREAS, the Department of Public Utilities currently uses the Frontier access control system to secure many of its facilities; and
WHEREAS, this contract provides for the parts, service and maintenance of all access control products under the Frontier Security brand including, but not limited to, Badge Readers, Reader Control Modules, Serial Boards, Reader Distribution Panels, Matrix Subsystem Gateways, Door Controllers, Building Controller Items and all associated connections. Batteries and Building Controllers are considered Consumables and therefore not covered under the maintenance services. Building Controllers are considered end-of-life items and must be replaced with new installs, rather than be repaired; and
WHEREAS, the agreement provides for the repair/replacement and servicing of all accessible components and devices, emergency service calls and 24 hours a day, 7 days a week telephone support, panel and peripheral component replacement for the various electronic systems; and
WHEREAS, the term of this contract is for the period of one (1) year from the date of execution by the City of Columbus. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested and is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the City Code pertaining to the waiver of competitive bidding and contract modifications; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Water and the Division of Sewerage and Drainage, to authorize the Director to modify the existing contract for Security System Parts, Installation, Maintenance, Monitoring, Repair and Support Services for security needs at the various facilities of the Department of Public Utilities and to allow for an upgrade to the latest version of the Frontier software, thereby preserving the public, health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to modify the existing contract with SGI Matrix, LLC, 1041 Byers Road, Miamisburg, OH 45342, for Security System Parts, Installation, Maintenance, Monitoring, Repair and Support Services, for the various facilities of the Department of Public Utilities, in accordance with the terms and conditions as shown in the agreement on file in the office of the Department of Public Utilities to allow for an upgrade to the latest version of the Frontier software.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrators of the Division of Sewerage and Drainage and the Division of Water.
SECTION 3. That Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the City Code for the contract with SGI Matrix, LLC.
SECTION 4. That the expenditure of $7,300.00 or so much thereof as may be needed, be and the same hereby is authorized in Fund 6100 Sewer System Operating Fund in object class 03 Services in the amount of $3,066.00; and in Fund 6000, Water Operating Fund in object class 03 Services in the amount of $4,234.00 per the accounting codes in the attachment to this ordinance.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.