Explanation
Background: This ordinance authorizes the Director of Public Utilities to enter into an agreement with SGI Matrix LLC for security system parts, installation, maintenance, monitoring, repair, and support services for both new installations and existing security equipment department-wide. The contract amount being authorized by this ordinance is $34,450.50.
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. This agreement provides for the repair, replacement, and servicing of all accessible components and devices, panel and peripheral component replacements 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, 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 enter into contract with SGI Matrix, LLC.
The original term of the contract will be for a period of one year, to and including June 30, 2026, with the option to renew annually contingent on funding availability, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. The contract does not automatically renew.
This ordinance authorizes the initial term of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
Principal Party:
SGI Matrix LLC
1041 Byers Road
Miamisburg, OH 45342
Matt Leitenberger, (937) 247-2867
Contract Compliance Number: 019553
Contract Compliance Expiration Date: PENDING UPDATE
FISCAL IMPACT: $34,450.50 is budgeted and available from within the Public Utilities Operating Funds to meet the financial obligations of this contract modification.
$31,139.00 was spent in 2024
$37,161.82 was spent in 2023
EMERGENCY DESIGNATION:
This ordinance is being submitted as an emergency in order to avoid a lapse in provision of the necessary and vital security equipment and services provided under the contract. Late receipt of the 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 26, 2025. 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 enter into contract with SGI Matrix, LLC for security system parts, installation, maintenance, monitoring, repair, and support services; to waive the competitive bidding provisions of City Code; to authorize the expenditure of $34,450.50 split among the Electricity Operating Fund, Water Operating Fund, Sewerage System Operating Fund, and Stormwater Operating Fund; and to declare an emergency. ($34,450.50)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into an agreement with SGI Matrix LLC. for security system parts, installation, maintenance, monitoring, repair, and support 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, the Department of Public Utilities wishes to enter into a service agreement for a period of one (1) year, to and including June 30, 2026; and
WHEREAS, it is necessary to authorize the expenditure of $34,450.50 from the Public Utilities Operating Fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities that it is immediately necessary to authorize the Director of the Department of Public Utilities to enter into contract for security system parts, installation, maintenance, monitoring, repair, and support services with SGI Matrix, LLC, to prevent a lapse in vital security system services and as a late receipt of the 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 26, 2025, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to enter into a contract with SGI Matrix LLC. 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 the Columbus City Codes for the contract with SGI Matrix, LLC and does hereby waive the same.
SECTION 3. 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 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 for the purpose stated in Section 1, the expenditure of $34,450.50 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from Public Utilities in object class 02 Supplies and 03 Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachments to 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.