Explanation
Background: This ordinance authorizes the Director of Public Utilities to renew the contract for security system parts, installation, maintenance, monitoring, repair, and support services for both new installations and existing security equipment department-wide with SGI Matrix LLC. The contract renewal amount being authorized by this ordinance is $35,016.45.
The Department of Public Utilities aka Columbus Water & Power (CWP) 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.
The initial term of the contract and approval of a bid waiver was authorized by Ordinance 0542-2025. The initial term of the contract was for one (1) year period from date of execution to June 30, 2026, with the option to renew annually on a year-to-year basis, or a portion there of, based upon mutual agreement of the parties, availability of funding, and approval by Columbus City Council. The amount authorized under this initial term was $34,350.50. Due to the proprietary nature of the security software and compatibility of existing security equipment, it was in the best interest of the City to waive the provisions of competitive bidding for the security system parts, installation, maintenance, monitoring, repair, and support services for both new installations and existing security equipment department-wide contract and all renewals with SGI Matrix, LLC, as authorized by Ordinance 0542-2025.
Future contract renewals were anticipated and this ordinance authorizes the first renewal option. If unforeseen issues or difficulties are encountered that would require additional funding, an additional modification would be requested. This contract does not automatically renew.
1. Amount of additional funds: The total amount of additional funds needed for this contract renewal No. 1 is $35,016.45. The total contract amount including this renewal is $69,466.95.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract and this legislation authorizes funding to cover an additional year’s worth of service.
3. Reason other procurement processes were not used: Work under this renewal No. 1 is a continuation of services included in the scope of the original contract. Due to the proprietary nature of the security software and compatibility of existing security equipment other procurement processes are not available.
4. How was cost determined: The costs, terms, and conditions were negotiated and a quote was provided.
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: $35,016.45 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract modification.
$32,810.00 was spent in 2025
$31,139.00 was spent in 2024
Title
To authorize the Director of the Department of Public Utilities to renew the contract with SGI Matrix, LLC for security system parts, installation, maintenance, monitoring, repair, and support services; and to authorize the expenditure of $35,016.45 split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Fund. ($35,016.45)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to renew an existing contract with SGI Matrix LLC. for security system parts, installation, maintenance, monitoring, repair, and support services; and
WHEREAS, it is necessary to authorize the expenditure of $35,016.45 from the Public Utilities Operating Fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into a renewal agreement with SGI Matrix LLC. for security system parts, installation, maintenance, monitoring, repair, and support services; 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 renew an existing contract with SGI Matrix LLC. for security system parts, installation, maintenance, monitoring, repair, and support services. The renewal amount being authorized by this ordinance is $35,016.45.
SECTION 2. That this contract is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes.
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 $35,016.45 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.