Explanation
This legislation will authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to modify the current contract with Matrix Pointe Software, LLC to include additional implementation costs needed for the Matrix Pointe Software civil case management system for the City Attorney's Office.
On July 26, 2021, Ordinance No. 1876-2021 was passed authorizing entering into contract with Matrix Pointe Software, LLC for the purchase and implementation of the Matrix Pointe software civil case management system for the City Attorney's Office. This additional module in the current Matrix case records management platform assists the office in civil case records management. Additional monies were legislated in March 2022 by Ordinance No. 0468-2022 for licensing costs not initially identified.
This ordinance authorizes a one-year contract modification at a cost of $29,500.00 to complete implementation of the Matrix Pointe software civil case management module. The term of the contract modification will be one year from the date of a confirmed purchase order by the City Auditor’s Office.
Additionally, this ordinance is being submitted in accordance with the sole source provisions of the Columbus City Code, Chapter 329. Per the vendor’s attached sole source letter, Matrix Pointe Software, LLC is the developer and sole provider of Matrix Software and services.
Finally, this ordinance authorizes the expenditure of $29,500.00 for the above-described purpose.
CONTRACT COMPLIANCE
Vendor Name: Matrix Pointe Software, LLC; CC/FID#: 27-0616884; Expiration Date: 06/1/2024
DAX Vendor Acct. #: 002774
FISCAL IMPACT
Funds for these services are available in the Department of Technology, Information Services Capital Improvement Bond Fund.
EMERGENCY
This ordinance is being submitted as an emergency measure to ensure that funds are in place prior to the City Auditor’s year-end closing.
Title
To authorize the Director of the Department of Technology to modify an existing contract with Matrix Pointe Software, LLC to finalize implementation of the City Attorney’s civil case management system in accordance with sole source provisions of Columbus City Code; to authorize the expenditure of $29,500.00; and to declare an emergency. ($29,500.00)
Body
WHEREAS, Ordinance no. 1876-2021, passed on July 26, 2021, authorized entering into contract with Matrix Pointe Software, LLC to procure and implement a Matrix Pointe Software civil case management system; and
WHEREAS, this Ordinance authorizes modifying the existing Matrix Point Software contract for one year from the date of a confirmed purchase order by the City Auditor’s Office at a cost of $29,500.00, to provide funds to finalize the above-described project; and
WHEREAS, to authorize entering into said contract in accordance with sole source provisions of Chapter 329 of Columbus City Codes; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary for the Director of the Department of Technology to modify a contract with Matrix Point Software, LLC, on behalf of the City Attorney’s Office, to finalize implementation of a civil case management system and ensure that funds are in place prior to the City Auditor’s year-end closing; NOW THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology be and is hereby authorized to modify an existing contract with Matrix Pointe Software, LLC, on behalf of the City Attorney’s Office, to finalize implementation of a civil case management system, for a term of one year from the date of a confirmed purchase order by the City Auditor’s Office at a cost of $29,500.00.
SECTION 2. That the expenditure of $29,500.00, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance (see 3087-2022EXP).
SECTION 3. That this ordinance is submitted in accordance with sole source provisions of the City of Columbus Code, Chapter 329.
SECTION 4. 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 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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. 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.