City of Columbus - File #: 1531-2010

• File #: 1531-2010
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 10/19/2010
• In control: Finance & Economic Development Committee
• On agenda: 11/8/2010
• Final action: 11/10/2010
• Title: To authorize the Finance and Management Director to modify a contract on behalf of the Facilities Management Division with Matrix Systems, Inc. for the upgrade of the Frontier Software for the Matrix security systems in various City facilities; to authorize the reduction of a current contract; to authorize the expenditure of $4,864.00 from the General Fund; to authorize the expenditure of $5,800.00 from the Fleet Management Fund; to authorize the expenditure of $6,800.00 from the Information Services Fund; to authorize the expenditure of $5,800.00 from the Health Special Revenue Fund; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency. ($23,264.00)

Date	Ver.	Action By	Action	Result
11/10/2010	1	CITY CLERK	Attest
11/9/2010	1	MAYOR	Signed
11/8/2010	1	Columbus City Council	Approved	Pass
11/8/2010	1	COUNCIL PRESIDENT	Signed
10/28/2010	1	Finance Drafter	Sent for Approval
10/28/2010	1	CITY ATTORNEY	Reviewed and Approved
10/28/2010	1	Finance Drafter	Sent to Clerk's Office for Council
10/27/2010	1	EBOCO Reviewer	Sent for Approval
10/27/2010	1	ODI DIRECTOR	Reviewed and Approved
10/26/2010	1	Finance Reviewer	Sent for Approval
10/26/2010	1	FINANCE DIRECTOR	Reviewed and Approved
10/26/2010	1	Finance Reviewer	Sent for Approval
10/26/2010	1	Auditor Reviewer	Reviewed and Approved
10/26/2010	1	CITY AUDITOR	Reviewed and Approved
10/26/2010	1	Finance Drafter	Sent for Approval
10/20/2010	1	Finance Reviewer	Reviewed and Approved
10/20/2010	1	Finance Reviewer	Reviewed and Approved
10/20/2010	1	Finance Reviewer	Reviewed and Approved
10/20/2010	1	Finance Reviewer	Reviewed and Approved
10/19/2010	1	Finance Drafter	Sent for Approval

Explanation

BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract on behalf of the Facilities Management Division with Matrix Systems, Inc. for an upgrade of the Frontier Software for the Matrix systems at various City facilities. The Facilities Management Division established a contract with Matrix Systems, Inc. through ED041475, for the period of May 1, 2010 through April 30, 2011. This modification will allow the Facilities Management Division, Fleet Management Division, Department of Technology, and the Department of Health will utilize this contract in order to upgrade the current security software being used. The software is obsolete and will not be serviceable after this year. The upgrade will allow the Facilities Management Division to support and assist all of these operations.

Matrix Systems, Inc. was chosen to perform this work because it is the Facilities Management Division's contractor for service and maintenance of security systems. The Matrix system is a proprietary system. Therefore, it would not be in the best interest of the City to bid the upgrades. Awarding it to another security provider could cause conflict with the current provider's ability to maintain the equipment. Prices already established in the contract were used to determine the cost of this modification.

This ordinance also waives the competitive bidding process of the Columbus City Codes. The City of Columbus utilizes Matrix systems at various of its facilities; the software is proprietary in nature. Matrix Systems, Inc. is the sole manufacturer and distributor of Matrix systems. Due to Matrix's proprietary interest, using another company would lead to additional time and costs. Another company would be required to subcontract for work with Matrix Systems, Inc.

Emergency action is requested so that the work may begin as quickly as possible to increase security for City employees, users, and visitors to...