Explanation
This legislation authorizes the Director of Public Utilities to renew the contract with SGI Matrix, LLC for security system parts, installation, maintenance, monitoring, repair, and support services for both new installations and existing security equipment for various locations of the Department of Public Utilities.
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 the maintenance services. Building controllers are considered end-of-life items and must be replaced with new installs rather than repairs. This agreement provides for the repair, replacement, and servicing of all accessible components and devices, panel and peripheral component replacement for the associated electronic systems, emergency service calls, and 24 hours a day, 7 days a week telephone support.
SGI Matrix, LLC has installed all of the badge readers and has maintained the software, subsystem, and building controllers since the systems were installed at Department of Public Utilities facilities. SGI Matrix utilizes KNS Services as a subcontractor on the project to run cabling and place the equipment, but SGI Matrix, LLC will provide installation, final hook-up, and testing and programming of devices.
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 renew the contract with SGI Matrix, LLC.
Ordinance 1914-2022 authorized the original contract for one (1) year from the date of execution, with the option to renew annually based upon mutual agreement, budgeted funds, and approval by City Council. Ordinance 1766-2023 authorized the first one year renewal. This ordinance will authorize the second one year renewal. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
SUPPLIER:
SGI Matrix, LLC | EIN on file | D365 Vendor #019553 | Expires 2/8/2025 | (MAJ)
SUBCONTRACTOR:
KNS Services, Inc. | EIN on file | D365 Vendor #005443 | Expires 2/22/2025 | (MAJ)
Neither the Contractor nor Subcontractor are 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.
FISCAL IMPACT:
$32,739.00 (including $1,600.00 for contingencies) is budgeted and available for this contract.
$37,161.82 was spent in 2023
$29,489.00 was spent in 2022
EMERGENCY DESIGNATION:
This ordinance is being submitted as an emergency in order to avoid a lapse in provision of the necessary security equipment and services provided under the contract. Late receipt of the new quote did not allow enough time for a 30-day ordinance to be submitted and approved by City Council ahead of the current contract’s expiration on June 27, 2024. As the vendor provides proprietary equipment and services for access controls at various locations of the Department of Public Utilities, a lapse in these services may pose security risks.
Title
To authorize the Director of the Department of Public Utilities to renew the contract with SGI Matrix, LLC for security system parts, installation, maintenance, monitoring, repair, and support services for the Department of Public Utilities; to waive the competitive bidding provisions of City Code; to authorize the expenditure of $32,739.00 split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and to declare an emergency. ($32,739.00)
Body
WHEREAS, The Department of Public Utilities has a need for parts, installation, maintenance, monitoring, repair, and support services for both new installations and existing security equipment for various locations of the Department of Public Utilities; and
WHEREAS, the Department of Public Utilities has an existing contract with SGI Matrix, LLC for these parts and services; 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 relevant to provisions of Chapter 329 of City Code and renew the contract with SGI Matrix, LLC; and
WHEREAS, this contract provides for the parts, services, 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; and
WHEREAS, the contract provides for the repair, replacement, and servicing of all accessible components and devices, panel and peripheral component replacement for the associated electronic systems, emergency service calls, and 24 hours a day, 7 days a week telephone support; and
WHEREAS, SGI Matrix LLC utilizes KNS Services, Inc. as a subcontractor to run cabling and place equipment; and
WHEREAS, Ordinance 1914-2022 authorized this contract for one (1) year from the date of execution by the City of Columbus with the option to renew annually subject to and conditioned upon the approval of City Council and appropriation and certification of funds by the City Auditor, and allowed that if unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested; and
WHEREAS, Ordinance 1766-2023 authorized the first one-year renewal; and
WHEREAS, this ordinance authorizes the second one-year renewal; and
WHEREAS, the expenditure of $32,739.00 or so much thereof as may be needed, is hereby authorized from object class 03, Services, and object class 02, Materials and Supplies, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachment to this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to renew the contract for security system parts, installation, maintenance, monitoring, repair, and support services with SGI Matrix, LLC, ahead of the current contract’s expiration on June 27, 2024, for the immediate preservation of 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 is hereby authorized to enter into a contract with SGI Matrix, LLC, 1041 Byers Road, Miamisburg, OH 45342, for security system parts, installation, maintenance, monitoring, repair, and support services.
SECTION 2. That this Council finds it in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of City Code for the contract with SGI Matrix, LLC.
SECTION 3. That the expenditure of $32,739.00 or so much thereof as may be needed, is hereby authorized from object class 03, Services, and object class 02, Materials and Supplies, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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.