Explanation
BACKGROUND: This ordinance amends the 2009 Capital Improvements Budget and authorizes the transfer of $1,995.61 between projects within the Safety Voted Bond Fund. This ordinance also authorizes the Finance and Management Director to modify and increase a contract with Matrix Systems, Inc. for service and maintenance of security systems. The Facilities Management Division established a contract with Matrix Systems, Inc. through ED038872. The contract is for the period of May 1, 2009 through May 1, 2010. The contract encompasses all buildings under the purview of Facilities Management. The Police Division will utilize this contract in order to complete the installation of security equipment at the Strategic Response Bureau, 1120 Morse Road.
The work is to include, but is not limited to, the installation of three (3) Proximity Intelligent Badge Readers, an alarm panel, Teflon power and data cables, project management, application engineering, final hookup and testing, and mobilization.
The Strategic Response Bureau relocated to 1120 Morse Road in January 2009; therefore, the installation of the security equipment was unknown in awarding the original contract to Matrix Systems, Inc. Matrix Systems, Inc. was chosen to perform this work because it is the Facilities Management Division's contractor for service and maintenance of security systems. Therefore, it would not be in the best interests of the City to bid this installation. Awarding it to another security provider could cause conflict with the current provider's ability to maintain the equipment. The price of the work was negotiated between the City and Matrix Systems, Inc.
Emergency action is requested so that work may begin as quickly as possible to increase security for City employees, users, and visitors to the facility.
Fiscal Impact: The cost of this modification is $22,199.00. An additional $19,000.00 is included in this modification to provide other necessary security services at other Police facilities. The Police Facility Renovation - Lease has an unencumbered cash balance of $32,203.39.
Matrix Systems, Inc. Contract Compliance No. 31-0902711; expiration date November 28, 2009.
Title
To amend the 2009 Capital Improvements Budget; to authorize the City Auditor to transfer $1,995.61 between projects within the Safety Voted Bond Fund; to authorize the Finance and Management Director to modify and increase a contract on behalf of the Facilities Management Division with Matrix Systems, Inc. for service and maintenance of security systems; to authorize the expenditure of $41,199.00 from the Safety Voted Bond Fund; and to declare an emergency. ($41,199.00)
Body
WHEREAS, it is necessary to amend the 2009 Capital Improvements Budget and transfer cash between projects within the Safety Voted Bond Fund; and
WHEREAS, the Facilities Management Division established a contract with Matrix Systems, Inc. through ED038872, for the period of May 1, 2009 through May 1, 2010; and
WHEREAS, it is necessary for the Finance and Management Director to modify and increase said contract with Matrix Systems, Inc. for the installation of security equipment at the Strategic Response Bureau, 1120 Morse Road; and
WHEREAS, an emergency exists in the usual daily operations of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to authorize the Finance and Management Director to modify and increase a contract with Matrix Systems, Inc. for the installation of security equipment at the Strategic Response Bureau, 1120 Morse Road, so that requested work may begin as quickly as possible to increase 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 2009 Capital Improvements Budget is hereby amended to account for encumbrance cancellations as follows:
Project/Project # CIB Current CIB Revised CIB
Police Facility Renovation - Lease 330023-100000 (Carryover) $104 $32,204
SECTION 2. That the 2009 Capital Improvements Budget is hereby amended to reflect the funding transfer authorized in Section 3 as follows:
Project/Project # CIB Current CIB Revised CIB
Police Facility Renovation 330021-100000 $806,040 $797,045
Police Facility Renovation - Lease 330023-100000 (Carryover) $32,204 $41,199
SECTION 3. That the City Auditor is hereby authorized and directed to transfer funds within the Safety Voted Bond Funds as follows:
FROM:
Dept/Div: 30-03 | Fund: 701 | Project Number 330021-100000 |Project Name - Police Facility Renovation |OCA Code: 644476 | Amount: $8,995.61
TO:
Dept/Div: 30-03| Fund: 701 | Project Number: 330023-100000| Project Name - Police Facility Renovation - Lease |OCA Code: 644476| Amount: $8,995.61
SECTION 4. That the Finance and Management Director is hereby authorized to modify and increase a contract with Matrix Systems, Inc. for service and maintenance of security systems, in accordance with the provisions of Columbus City Codes 329.16.
SECTION 5. That the expenditure of $41,199.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 30-03
Fund: 701
Project: 330023-100000
OCA Code: 644476
Object Level 1: 06
Object Level 3: 6620
Amount: $41,199.00
SECTION 6. 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.
SECTION 7. 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.