Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology, on behalf of the City Attorney’s Office and the Department of the Inspector General, to enter contract with Matrix Pointe Software, LLC for software maintenance and support services for MatrixProsecutor, MatrixCivil, and MatrixInvestigator, in the amount of $168,094.50.
MatrixProsecutor, MatrixCivil, and MatrixInvestigator are specialized, web-based case management software applications developed by Matrix Pointe Software, LLC to streamline workflows within the legal and justice systems. These platforms are designed to connect the entire justice community by allowing police agencies, prosecutors, and courts to share case information.
This ordinance also authorizes a waiver of competitive bidding, in accordance with relevant provisions of Chapter 329 of the Columbus City Codes. To avoid the significant expense of onboarding a new software platform and capitalize on our established relationship with the current contractor, it is in the City's best interest to proceed with this ordinance via a bid waiver.
The term of this contract will be for one year, beginning October 1, 2026, and ending September 30, 2027, with the option to renew for five (5) additional one-year terms, upon mutual agreement and approval of Columbus City Council. This ordinance authorizes funding for the first year of the contract term. The Department of Technology will plan for future costs of this contract within its budget and will seek Council approval for such funding, if required by City Code.
FISCAL IMPACT
Funding is available within the 2026 Department of Technology, Information Services Operating Fund.
CONTRACT COMPLIANCE
Vendor Name: Matrix Pointe Software, LLC
Vendor Account: 002774
Expiration Date: 7/18/2026
Title
To authorize the Director of the Department of Technology, on behalf of the on behalf of the City Attorney’s Office and the Department of the Inspector General, to enter contract with Matrix Pointe Software, LLC for software maintenance and support services with the option to renew for five (5) additional one-year terms; to waive the competitive bidding provisions of Columbus City Codes; and to authorize an expenditure from the Department of Technology, Information Services Operating Fund. ($168,094.50)
Body
WHEREAS, the City Attorney’s Office and the Department of the Inspector General have a need for case management software maintenance and support services; and
WHEREAS, the Department of Technology has a need to enter contract with Matrix Pointe Software, LLC, at a cost of $168,094.50 for the purchase of MatrixProsecutor, MatrixCivil, and MatrixInvestigator software maintenance and support services; and
WHEREAS, a waiver of the relevant provisions of Columbus City Codes relating to competitive bidding is hereby authorized; and
WHEREAS, the above-described contract will be for one year, starting on October 1, 2026, and ending on September 30, 2027, at a cost of $168,094.50; and
WHEREAS, this ordinance authorizes the option to renew the agreement for five (5) additional one-year terms upon mutual agreement and approval of Columbus City Council ; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director of the Department of Technology, on behalf of the City Attorney’s Office and the Department of the Inspector General, to enter contract with Matrix Pointe Software, LLC, for maintenance and support of MatrixProsecutor, MatrixCivil, and MatrixInvestigator Software system for the preservation of 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 the Department of Technology, on behalf of the City Attorney’s Office and the Department of the Inspector General, be and is hereby authorized to enter contract with Matrix Pointe Software, LLC for maintenance and support services for a term of one-year, with the option to renew for five (5) additional one-year terms, starting on October 1, 2026, and ending on September 30, 2027, at a cost of $168,094.50.
SECTION 2: That the expenditure of $168,094.50, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance (see 1618-2026EXP).
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 submitted in accordance with the bid waiver provisions of Section 329 of Columbus City Codes and City Council does hereby waive the competitive bidding requirements under the Columbus City Codes.
SECTION 6: That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.