Explanation
Background: This legislation authorizes the Public Service Director to enter into a contract for the Facilities Management Division with Matrix Systems, Inc. for an upgrade of the controlled access security system at City Hall, the Health Department, and Carolyn Avenue. The upgrade will be to a Frontier System. Unlike the current system, which was installed in 2000, the Frontier System will be Windows-based, therefore enabling the Department of Technology to support the hardware. This legislation also authorizes the Finance Director to establish a purchase order from a universal term contract with Smart Solutions, Inc., to purchase the necessary computers, servers, and monitors for implementation of the updated Frontier System.
Matrix Systems, Inc., was selected based on a proposal to upgrade the current system. The current system is from Matrix Systems, Inc., and has served the Facilities Management Division well. To completely replace the current system would be cost prohibitive and would not substantially improve the security system versus the proposed upgrades. Therefore, the Facilities Management Division is requesting the waiver of the bidding provisions of the Columbus City Codes.
Emergency action is requested so that work may begin as quickly as possible to increase security at important City-owned buildings.
Fiscal Impact: The Facilities Management Division budgeted $250,000.00 in the 2004 Capital Improvement Budget for security upgrades. This ordinance authorizes a total expenditure of $143,318.91 with two vendors. The cost of previous security upgrades budgeted in the 2004 CIB was $78,742.00. The total cost of the security upgrades, including this ordinance, will be $222,060.91.
Title
To authorize the Public Service Director to enter into contract for the Facilities Management Division with Matrix Systems, Inc., for upgrades to the Division's security system, to authorize the Finance Director to establish a purchase order with Smart Solutions, Inc., in the amount of $14,875.91 for the purchase of various computer equipment in accordance with the terms and conditions of a universal term contract; to authorize the expenditure of $143,318.91 from the Facilities Management Capital Improvement Fund, to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($143,318.91).
Body
WHEREAS, the security system used by the Facilities Management Division needs to be upgraded, and
WHEREAS, it is necessary to contract with Matrix Systems, Inc., the original security equipment supplier and installer, in order to upgrade the system using the latest and best technology, and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Facilities Management Division, in that it is immediately necessary to authorize the Public Service Director to contract with Matrix Systems, Inc., for the upgrade of the controlled access security system at various City-owned buildings, and authorize the Finance Director to establish a purchase order with Smart Solutions for the purchase of various computer equipment so that there is no delay in this project, thereby preserving 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 Public Service Director is hereby authorized to contract with Matrix Systems, Inc. for the upgrade of the controlled access system at various City-owned buildings.
SECTION 2. That the Finance Director is hereby authorized to establish a purchase order with Smart Solutions, Inc. in the amount of $14,875.91 for the purchase of computer equipment for the implementation of the upgraded controlled access security system.
SECTION 3. That the expenditure of $143,318.91, or so much thereof that may be necessary in regard to the actions authorized in SECTION 1 and SECTION 2, be and is hereby authorized and approved as follows:
Division: 59-07
Fund: 733
Project: 570030
OCA Code: 643437
Object Level 1: 06
Object Level 3: 6601
Amount: $143,318.91
SECTION 4. That the Council finds it in the best interest of the City of Columbus to waive requirements of competitive bidding for an upgrade of the controlled access security system at City Hall, the Health Department, and Carolyn Avenue, and does hereby waive provisions of Sections 329.05 and 329.06 of the Columbus City Codes.
SECTION 5. 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 or vetoes the same.