Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a contract for the purpose of providing parts, installation, maintenance, monitoring, repair and support services for both new installations and existing security equipment for various locations under the purview of the Facilities Management Division. The Facilities Management Division 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. 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.
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 locations under the purview of the Facilities Management Division.
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.
The Staten Group, Inc. has recently completed its acquisition of Matrix Systems Holding (and the assets of its subsidiaries, Frontier Security and Xentry Systems Integration). The Matrix Companies manufacture, sell and install Frontier Integrated Access Control Products as well as video surveillance, fire and intrusion systems to end users and reseller in the security, IT and electrical contractor markets. Xentry has complemented Frontier with a broad-base of security products and service. The company will now be working under the new name and Federal Identification Number (FID) of SGI Matrix, LLC, FID No. 81-3876225. This legislation 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.
In addition to locations under the purview of the Facilities Management Division, this legislation also authorizes the Real Estate Management Office to utilize said contract for providing parts, installation, maintenance, monitoring, repair, and support services for both new installations and existing security equipment at the city-owned Neighborhood Health Centers.
Emergency action is requested to allow for the establishment of a new contract to provide for the necessary security needs at various facilities under the purview of the Facilities Management Division and to allow for payment of services for all past, present and future business done by the City of Columbus with SGI Matrix, LLC.
SGI Matrix, LLC. Contract Compliance No. 81-3876225, expires January 11, 2019.
Fiscal Impact: This legislation authorizes an expenditure of $40,000.00 from the General Fund and $10,000.00 from the available balance on current Auditor’s Certificate ACPR000538 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 various city locations. $50,000.00 collectively has been budgeted in the General Fund and ACPR000538 for this contract.
Title
To authorize the Director of Finance and Management to enter into contract with SGI Matrix, LLC for security system parts, installation, maintenance, monitoring, repair and support services for various city facilities; to waive the competitive bidding provisions of the City Code; to authorize the expenditure of $40,000.00 from the General Fund and $10,000.00 from the available balance on a current Auditor’s Certificate; and to declare an emergency. ($50,000.00)
Body
WHEREAS, the Facilities Management Division is in need of establishing a new 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 city locations; and
WHEREAS, the Facilities Management Division 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; and
WHEREAS, the contract also 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 Real Estate Management Office will utilize said contract for security system needs at the city-owned Neighborhood Health Centers; and
WHEREAS, 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; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Facilities Management Division, in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract with SGI Matrix, LLC for security system needs at various city facilities for the immediate preservation of 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 Finance and Management be and is hereby authorized to enter into 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 city facilities.
SECTION 2. That the expenditure of $40,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized in the General Fund 1000, in Object Class 03 - Contractual Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $10,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized to be expended from Auditor’s Certificate ACPR000538.
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 this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the City Code for the new contract with SGI Matrix, LLC.
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.