Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into contract with Matrix Pointe Software, LLC for maintenance and support services for the City Attorney’s Matrix Prosecutor Software system.
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.
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 Software system provides integration across the entire justice system increasing productivity, decreasing operating cost and accelerating timely case disposition.
The term of this contract will be for one year, beginning on October 1, 2025 and ending on September 30, 2026 at a cost of $151,900.00.
FISCAL IMPACT
Funds in the amount of $151,900 are available within the 2025 Department of Technology, Information Services Operating Fund budget.
EMERGENCY DESIGNATION
This ordinance is being submitted with emergency designation. The current contract expires on October 1, 2025. To ensure a purchase order is established before the current contract expires, emergency action is necessary.
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 Columbus City Attorney, to enter into contract 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 $151,900.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($151,900.00)
Body
WHEREAS, the City Attorney’s Office has a need for maintenance and support services for its Matrix Prosecutor Software system; and
WHEREAS, it is necessary to authorize the expenditure of up to $151,900.00 from the Information Services Division’s Operating Fund, Fund 5100 to enter into contract with Matrix Pointe Software, LLC for maintenance and support services; and
WHEREAS, this contract is authorized in accordance with the sole source provisions of Chapter 329 of Columbus City Codes; and
WHEREAS, the above-described contract will be for one year, starting on October 1, 2025 and ending on September 30, 2026 at a cost of $151,900.00; 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 enter into contract with Matrix Pointe Software, LLC, for maintenance and support of the City Attorney’s Matrix Point Software system, to avoid disruptions to the above-described systems, for the immediate 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 Columbus City Attorney’s Office, be and is hereby authorized to enter into contract with Matrix Pointe Software, LLC for maintenance and support services for a term of one-year, from October 1, 2025 and ending on September 30, 2026 at a cost of $151,900.00.
SECTION 2: That the expenditure of $151,900.00, from the 2025 Department of Technology, Information Services Operating Fund or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance (see 2127-2025EXP).
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.