Explanation
BACKGROUND:
The Department of Technology needs to establish an agreement that will provide for software, license, maintenance and support, hardware, and other related services associated with updating monitors and security systems that utilize cardkey technology; which is technology that utilizes digital signature stored on a plastic card, utilized for electronic control lock access read by a card reader by swiping or inserting the cardkey. The updated security system is needed immediately and will replace software and hardware that is obsolete, with some of the parts no longer available for purchase from the manufacturer.
Approval of this ordinance will authorize the Director of the Department of Technology to enter into agreement with Matrix Systems, Inc., for the installation and related services associated with updating security systems, needed for the Jerry Hammond Center and the Data Center, and will be in alignment with the security system established by Facilities Management and is a standard system utilized in many City buildings. This agreement will have a contracting period for one year, commencing on the date that the purchase order has been certified and approved.
Also, this ordinance request approval to waive competitive bidding provisions of the Columbus City Code within Section 329, so that Matrix Systems, Inc. may provide the necessary services associated with updating the current security systems; as Matrix Systems has been standardized throughout various agencies within the City. Also, the Department of Technology currently manages servers associated with Matrix security systems for Public Utilities; and the plan is to utilize these existing resources in conjunction with updating the Data Center's and the Jerry Hammond Center's security system.
Funds for this agreement, totaling $45,324.00 have been identified in the Information Services Bond Fund; of which $5,000.00 of this amount is contingency funds for potential or unforeseen wiring issues.
Also, this ordinance authorizes the transfer of cash and authority from another project within the aforementioned fund; and the amendment to the 2007 Capital Improvements Budget to accommodate the afore-described expenditure authorized by this ordinance.
FISCAL IMPACT: This is a new request and no other funds, associated with this agreement for updating two security systems needed for the Jerry Hammond Center and the Data Center, have been expended by the Department of Technology in the past three years. Funding for the services requested by this ordinance has been identified within the 2007 Information Services Capital Improvements Budget. In order to establish this agreement, and to cover the necessary cost associated with the agreement, in the amount of $45,324.00, a transfer of cash and authority between projects is necessary. The expenditure for this agreement will be contingent upon the transfer of funds from one project to another; of which these funds being transferred will be replenished.
CONTRACT COMPLIANCE NUMBER:
310902711 -- Expiration: 11/28/2009 Matrix Systems, Inc. - Majority Company
Title
To authorize the Director of the Department of Technology to establish an agreement with Matrix Systems, Inc., for software, license, maintenance and support, hardware, and other related services associated with updating monitors and security systems; to authorize the transfer of cash between projects in the Information Services Bond Fund; to amend the Capital Improvements Budget; to authorize the expenditure of $45,324.00; to waive the competitive bidding requirements of the Columbus City Codes ($45,324.00)
Body
WHEREAS, the Department of Technology needs to establish an agreement that will provide for software, license, maintenance and support, hardware, and other related services associated with updating monitors and security systems that utilize cardkey technology; which is technology that utilizes digital signature stored on a plastic card, utilized for electronic control lock access read by a card reader by swiping or inserting the cardkey, and
WHEREAS, approval of this ordinance will authorize the Director of the Department of Technology to enter into an agreement with Matrix Systems, Inc., for the installation and related services associated with updating security systems, needed for the Jerry Hammond Center and the Data Center, and will be in alignment with the security system established by Facilities Management and is a standard system utilized in many City buildings, and
WHEREAS, this ordinance request approval to waive competitive bidding provisions of the Columbus City Code within Section 329, and
WHEREAS, funds for this project have been identified and there is sufficient budget authority within the 2007 Information Services Bond Fund (Information Services Capital Improvements Budget); and
WHEREAS, it is necessary to establish an agreement with Matrix Systems, Inc., for software, license, maintenance and support, hardware, and other related services associated with updating monitors and security systems; to support the daily operations, thereby protecting the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the 2007 Capital Improvement Budget is hereby amended as follows:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number Current CIB Amount Revised Amount
Connectivity Project - 470046 (New Funding) 700,000 654,676
Facility Renovations - 470031 (New Funding) 1,217,000 1,262,324
SECTION 2: That the City Auditor is hereby authorized and directed to transfer funds within the Information Services Bond Fund as follows:
From:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470046| Project Name: Connectivity Project | OCA Code: 470046| Amount: $45,324.00
To:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470031| Project Name: Facility Renovations| OCA Code: 470031| Amount: $45,324.00
SECTION 3: That the Director of the Department of Technology be and is hereby authorized to establish a contract with Matrix Systems, Inc., for the installation and related services associated with updating security systems, needed for the Jerry Hammond Center and the Data Center , in the amount of $45,324.00.
SECTION 4: That paying for the cost of this project, the expenditure, in an amount not to exceed $45,324.00 or as much thereof as may be necessary is hereby authorized as follows:
Dept/Div. 47-02|Fund: 514|Project Number:470031| OCA Code:470031|Obj. Level 1: 06|Obj. Level 3: 6651 | Amount: $45,324.00
SECTION 5: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 6: That in accordance with Section 329.27 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements of Section 329.06 of the Columbus City Codes be and are hereby waived.
SECTION 7: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.