Explanation
This legislation will authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into a contract renewal with Matrix Pointe Software, LLC for maintenance and support services for the City Attorney’s Matrix Prosecutor software system. The original agreement (EL017301) was a bid waiver and was authorized by ordinance 1028-2015, passed May 15, 2015. The most recent contract was authorized under the authority of Ordinance No. 2331-2022, passed by the Columbus City Council on September 12, 2022, through purchase order PO346469. The coverage term period of this one-year agreement begins on October 1, 2023 and ends on September 30, 2024, at a total cost of $126,004.22.
The Matrix Prosecutor software system is a web-based, comprehensive prosecutor case management system that the City Attorney's office uses to automate processing and store information related to legal matters assigned to their office. It provides prosecutors with a single solution that meets all case and workflow requirements from case intake through appeal. The system automates the key functions of the prosecutor’s office enabling prosecuting attorneys and support staff to be more effective and efficient. Matrix Prosecutor provides integration across the entire justice system increasing productivity, decreasing operating cost and accelerating timely case disposition.
This ordinance is being submitted in accordance with the sole source provisions of the City of Columbus Codes, 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
FISCAL IMPACT
In 2021 and 2022, the per annum cost for these services totaled $61,800.00 and $64,300.00 respectively. The contracts which were authorized by ordinances 1481-2021 and 2331-2022, respectively. This ordinance authorizes the continuation of maintenance and support services, from Matrix Pointe Software, LLC, at a cost of $126,004.22. Funds have been identified and are available within the 2023 Department of Technology, Information Services Operating Fund budget
EMERGENCY DESIGNATION
Emergency action is requested to avoid disruptions to the above-described systems
CONTRACT COMPLIANCE
Vendor Name: Matrix Pointe Software, LLC. CC#002774 Expiration Date: 6/1/2024 D365 Vendor Acct. #002774
...Title
To authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into a contract renewal with Matrix Pointe Software, LLC for maintenance and support services in accordance with sole source provisions of Columbus City Codes; to authorize the expenditure of $126,004.22 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($126,004.22)
Body
WHEREAS, the City Attorney’s Office has a need for maintenance and support services for its Matrix Prosecutor software system; and
WHEREAS, Matrix Pointe Software, LLC is the sole provider of these services; and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into a contract renewal with Matrix Pointe Software, LLC for maintenance and support services, in the amount of $126,004.22 for a period of one year, beginning on October 1, 2023 and ending on September 30, 2024; and
WHEREAS, this contract is authorized in accordance with the 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, on behalf of the Columbus City Attorney’s Office, to authorize entering into a contract renewal with Matrix Pointe Software, LLC, for maintenance and support of the City Attorney’s Matrix Point Software system in order to have the contract in operation prior to the September 30, 2023 expiration date, all for the preservation of public health, peace, property, safety and welfare; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology, on behalf of the Columbus City Attorney’s Office, be and is hereby authorized to enter into a contract renewal with Matrix Pointe Software, LLC for maintenance and support services for a term of one-year, beginning on October 1, 2023 and ending on September 30, 2024 at a cost of $126,004.22.
SECTION 2: That the expenditure of $126,004.22, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance (see 2351-2023EXP).
SECTION 3: 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 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 this ordinance is being established in accordance with the sole source provisions of the City of Columbus Codes, Chapter 329.
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.