Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract on behalf of the Facilities Management Division with Matrix Systems, Inc. for an upgrade of the Frontier Software for the Matrix systems at various City facilities. The Facilities Management Division established a contract with Matrix Systems, Inc. through ED041475, for the period of May 1, 2010 through April 30, 2011. This modification will allow the Facilities Management Division, Fleet Management Division, Department of Technology, and the Department of Health will utilize this contract in order to upgrade the current security software being used. The software is obsolete and will not be serviceable after this year. The upgrade will allow the Facilities Management Division to support and assist all of these operations.
Matrix Systems, Inc. was chosen to perform this work because it is the Facilities Management Division's contractor for service and maintenance of security systems. The Matrix system is a proprietary system. Therefore, it would not be in the best interest of the City to bid the upgrades. Awarding it to another security provider could cause conflict with the current provider's ability to maintain the equipment. Prices already established in the contract were used to determine the cost of this modification.
This ordinance also waives the competitive bidding process of the Columbus City Codes. The City of Columbus utilizes Matrix systems at various of its facilities; the software is proprietary in nature. Matrix Systems, Inc. is the sole manufacturer and distributor of Matrix systems. Due to Matrix's proprietary interest, using another company would lead to additional time and costs. Another company would be required to subcontract for work with Matrix Systems, Inc.
Emergency action is requested so that the work may begin as quickly as possible to increase security for City employees, users, and visitors to the facilities.
Fiscal Impact: The cost of this modification is $23,264.00. ED041475 was established for a total of $15, 000.00. The Facilities Management Division will transfer $4,864.00 from ED041475 for this modification. The Fleet Management Division and the Health Department will add $5,800.00 to this contract. The Department of Technology will add $6,800.00 to this contract. After passage, the total cost of this contract will be $38,264.00.00
Matrix Systems, Inc. Contact Compliance No. 31-0902711, expiration date January 7, 2012.
Title
To authorize the Finance and Management Director to modify a contract on behalf of the Facilities Management Division with Matrix Systems, Inc. for the upgrade of the Frontier Software for the Matrix security systems in various City facilities; to authorize the reduction of a current contract; to authorize the expenditure of $4,864.00 from the General Fund; to authorize the expenditure of $5,800.00 from the Fleet Management Fund; to authorize the expenditure of $6,800.00 from the Information Services Fund; to authorize the expenditure of $5,800.00 from the Health Special Revenue Fund; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency. ($23,264.00)
Body
WHEREAS, the Facilities Management Division established a contract with Matrix Systems, Inc. through ED041475, for the period of May 1, 2010 through April 30, 2011; and
WHEREAS, it is necessary for the Finance and Management to modify said contract with Matrix Systems, Inc. for the upgrade of the Frontier Software for the Matrix systems in various City facilities; and
WHEREAS, it is necessary to authorize the City Auditor to transfer $4,864.00 from ED041475 for an upgrade of the Frontier Software for the Matrix systems at various City facilities; and
WHEREAS, it is in the best interest of the Finance and Management Department, Facilities Management Division, to waive the competitive bidding requirements of the Columbus City Codes; and
WHEREAS, an emergency exists in the usual daily operations of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to modify a contract with Matrix Systems, Inc. so that the requested work may begin as quickly as possible to increase security for City employees, users, and visitors to the facilities, thereby, protecting 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 Finance and Management Director is hereby authorized to modify a contract with Matrix Systems, Inc. for the upgrade of the Frontier Software for the Matrix systems in various City facilities.
SECTION 2. That City Auditor is hereby directed and authorized to reduce ED041475 by $4,864.00 so that the money may be used for an upgrade of the Frontier Software for the Matrix systems at various City facilities authorized in SECTION 1; and to expend said funds or so much thereof as may be necessary.
SECTION 3. That the expenditure of $23,264.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 45-07
Fund: 10
OCA Code: 450042
Object Level 1: 03
Object Level 3: 3398
Amount: $4,864.00
Division: 45-05
Fund: 513
OCA Code: 451206
Object Level 1: 03
Object Level 3: 3398
Amount: $5,800
Division: 47-02
Fund: 514
OCA Code: 470202
Object Level 1: 03
Object Level 3: 3398
Amount: $6,800
Division: 50-01
Fund: 250
OCA Code: 500264
Object Level 1: 03
Object Level 3: 3398
Amount: $5,800.00
SECTION 4. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that the bidding requirements be and hereby are waived for the action authorized in SECTION 1.
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 and to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
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 day after passage if the Mayor neither approves nor vetoes the same.