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 security upgrades at City Hall, 90 West Broad Street. The Facilities Management Division established a contract with Matrix Systems, Inc. through ED044118 for the period of May 1, 2011 through April 30, 2012.
The safety and security of employees and visitors to all City buildings is of the utmost concern to the Mayor and City Council. Secure doors, as well as the current camera system, protect both occupants and visitors and are easily adjusted based on individual circumstances and events. This project will include securing more internal door entrances with Matrix system card readers, securing stairwell doors, and the installation of card readers to the elevators. Visitors will either receive a card that authorizes access to a designated floor, or will travel with a designee of the destination office.
Matrix Systems, Inc. was chosen to perform this work because it is the Facilities Management Division's contractor for service and maintenance of the current security system. 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 and service existing equipment and software. 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 nearly all of its facilities and the software is proprietary in nature. Matrix Systems, Inc. is the sole manufacturer and distributor of Matrix systems. Due to Matrix's proprietary interest, utilizing another company would lead to additional time and costs to the City.
Emergency action is requested so that the work may begin as quickly as possible to increase security for City employees, users, and visitors to the facilities.
Matrix System, Inc. Contract Compliance No. 31-0902711, expiration date
Fiscal Impact: The cost of this contract is $179,703.00. Sufficient funding is available in the Construction Management Capital Improvement Fund.
Title
To authorize the Finance and Management Director to modify a contract, on behalf of the Facilities Management Division, with Matrix Systems, Inc. for security upgrades at City Hall, 90 West Broad Street; to authorize the expenditure of $179,703.00 from the Construction Management Capital Improvement Fund; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency. ($179,703.00)
Body
WHEREAS, the Facilities Management Division established a contract with Matrix Systems, Inc. through ED044118 for the period of May 1, 2011 through April 30, 2012; and
WHEREAS, it is necessary for Finance and Management to modify the contract for security upgrades at City Hall, 90 West Broad Street; and
WHEREAS, it is in the best interest of the Finance and Management Department, Facilities Management Division, to waive the competitive bidding requirements of the Columbus City Codes; and
WHEREAS, an emergency exists in the usual daily operations of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to authorize the Finance and Management Director to enter into a contract with Matrix Systems, Inc. for security upgrades at City Hall, 90 West Broad Street, so that the requested work may begin as quickly as possible to increase security for City employees, users, and visitors to the facilities, 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 Finance and Management Director is hereby authorized modify a contract on behalf of the Facilities Management Division with Matrix Systems, Inc. for security upgrades at City Hall, 90 West Broad Street.
SECTION 2. That the expenditure of $179,703.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Dept/Div: 45-27
Fund: 733
Project: 570031-100003
OCA Code: 733103
OL1: 06
OL3: 6620
Amount: $179,703.00
SECTION 3. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that the bidding requirements be and hereby are waived for the action authorized in SECTION 1.
SECTION 4. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 5. 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 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 day after passage if the Mayor neither approves nor vetoes the same.