Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a 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 various locations for the Facilities Management Division. 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 provides both the access control hardware (panels and card readers) as well as the software to monitor, control access, and secure facilities under the purview of the Facilities Management Division. In Ohio and contiguous states, SGI Matrix maintains installation personnel to provide final hook up, testing, and certification of all facility access security equipment. Therefore, 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 a contract with SGI Matrix, LLC.
SGI Matrix, LLC. Contract Compliance No. 81-3876225
Fiscal Impact: This legislation authorizes an expenditure of $160,000.00 from the General Fund with SGI Matrix, LLC for the purpose of providing parts, installation, maintenance, monitoring, repair, and support services for both new installations and existing security access equipment for various city facilities. In 2024, $160,000.00 was expended for said services.
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. The contract expired June 30, 2025. As the vendor provides proprietary equipment and services for access controls at various locations under the purview of the Department of Facilities Management, a lapse in these services may pose security risks.
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 security access equipment at various city facilities; to waive the competitive bidding provisions of City Code; and to authorize the expenditure of $160,000.00 from the General Fund for the Division of Facilities, and to declare an emergency. ($160,000.00)
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 access equipment for the various city locations; 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, 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, an emergency exists in the usual daily operation of the Department of Facilities Management that it is immediately necessary to authorize the Director of the Department of Finance & Management 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, all 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 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 access equipment, for various city facilities.
SECTION 2. That the expenditure of $160,000.00, 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 monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
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 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 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.