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File #: 0584-2017    Version: 1
Type: Ordinance Status: Passed
File created: 2/27/2017 In control: Public Utilities Committee
On agenda: 5/22/2017 Final action: 5/24/2017
Title: To authorize the Director of Public Utilities to enter into contract with SGI Matrix, LLC for Security System Parts, Installation, Maintenance, Monitoring, Repair and Support Services for the various facilities of the Department of Public Utilities; to waive the competitive bidding provisions of the City Code; to modify all contracts and agreements with Matrix Systems, Inc. and Xentry Systems Integration, LLC by assigning all past, present and future contracts and agreements to SGI Matrix, LLC under their new name and Federal Identification Number; to authorize the expenditure of $28,440.68 from the Sewer System Operating Fund and $24,183.32 from the Water Operating Fund; and to declare an emergency. ($52,624.00)
Attachments: 1. ORD 0584-2017 Security Access Control Equipment, Support, Maint & Repair Svc - 2017 - SGI Matrix LLC W-9, 2. ORD 0584-2017 Security Access Control Equip, Support & Maint Svc - 2017 - Bid Waiver Info Form, 3. ORD 0584-2017Security Access Ctr Equip, Support, Maint and Repair Svc - Sub Work ID Form, 4. ORD 0584-2017 Security Access Control Equip, Support, Maint & Repair Svc - 2017-2018, 5. ORD 0584-2017 Security Access Control Equip, Support, Maint & Repair Svc - JP Gate 1 Repairs - Matrix Proposal #3291, 6. ORD 0584-2017 Financial Coding - Security Access Control Equip, Support, Maint & Repair Svc

Explanation

 

This legislation authorizes the Director of Public Utilities to enter into contract with SGI Matrix, LLC for the purpose of providing Parts, Installation, Maintenance, Monitoring, Repair and Support Services for both new installations and existing security equipment for the various locations of the Department of Public Utilities.  The Department of Public Utilities currently uses the Frontier access control system to secure many of its facilities.  This contract provides for the parts, service and maintenance of all access control products under the Frontier Security brand including but not limited to Badge Readers, Reader Control Modules, Serial Boards, Reader Distribution Panels, Matrix Subsystem Gateways, Door Controllers, Building Controller Items and all associated connections.  Batteries and Building Controllers are considered Consumables and therefore not covered under the maintenance services.  Building Controllers are considered end-of-life items and must be replaced with new installs rather than be repaired.  This agreement provides for the repair/replacement and servicing of all accessible components and devices, emergency service calls and 24 hours a day, 7 days a week telephone support, panel and peripheral component replacement for the various electronic systems.

 

SGI Matrix, LLC (Formerly Matrix Systems Inc. and Xentry Systems Integration, LLC) has installed all of the badge readers and has maintained the software, subsystem, and building controllers since the systems were installed at the various Department of Public Utilities facilities.  SGI Matrix utilizes KNS Services as a subcontractor on the project to run cabling and place the equipment, but SGI Matrix, LLC will provide installation, final hook-up, test and programming of devices.  Due to the proprietary nature of the security software and compatibility of existing security equipment, it is in the best interest of the City to waive the provisions of competitive bidding and enter into contract with SGI Matrix, LLC.

 

This contract is for one (1) year from the date of execution.  This contract includes an additional $20,000 to allow for the establishment of a contingency fund to be used as necessary if there is a needed repair identified outside the scope of the parts and service agreement.  If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.  In addition, The Division of Sewerage and Drainage has a need at the Jackson Pike Wastewater Treatment Plant to repair Gate 1 that was recently damaged and to replace a Reader at the Lagoon Gate, for which an additional $8,170.00 in funding is being included within this contract.

 

The Staten Group, Inc. has recently completed its acquisition of Matrix Systems Holding (and the assets of its subsidiaries, Frontier Security and Xentry Systems Integration).  The Matrix Companies manufacture, sell and install Frontier Integrated Access Control Products as well as video surveillance, fire and intrusion systems to end users and reseller in the security, IT and electrical contractor markets.  Xentry has complemented Frontier with a broad-base of security products and service.  The company will now be working under the new name and Federal Identification Number (FID) of SGI Matrix, LLC, FID #81-3876225.  This Ordinance is to authorize the assignment of all past, present and future business done by the City of Columbus with Matrix Systems Inc., FID #31-0902711, and Xentry Systems Integration, LLC, FID #46-5375241 to be assigned to SGI Matrix, LLC, #81-3876225, and is being submitted in accordance with the relevant provisions of Chapter 329 of the City Code pertaining to the waiver of competitive bidding and contract modifications.

 

SUPPLIER:  SGI Matrix, LLC (81-3876225), Expires January 11, 2019

SGI Matrix, LLC does not hold MBE/FBE status.

 

The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.

 

FISCAL IMPACT:  $52,624.00 is budgeted and needed for this purchase.  $28,440.68 is budgeted and available in the Sewer System Operating Fund for the Division of Sewerage and Drainage and $24,183.32 is budgeted and available in the Water Operating Fund for the Division of Water.

 

Division of Sewerage & Drainage:

$3,292.29 was spent in 2016

$0.00 was spent in 2015

 

Division of Water:

$18,898.50 was spent in 2016

$13,502.92 was spent in 2015

 

EMERGENCY DESIGNATION:   This ordinance is being submitted as an emergency to allow for the establishment of a new contract to provide for the necessary security needs at the various facilities of the Department of Public Utilities and to provide the necessary establishment of funding under the new company name and FID number to allow for payment of services for all past, present and future business done by the City of Columbus with SGI Matrix, LLC.

 

 

Title

 

To authorize the Director of Public Utilities to enter into contract with SGI Matrix, LLC for Security System Parts, Installation, Maintenance, Monitoring, Repair and Support Services for the various facilities of the Department of Public Utilities; to waive the competitive bidding provisions of the City Code; to modify all contracts and agreements with Matrix Systems, Inc. and Xentry Systems Integration, LLC by assigning all past, present and future contracts and agreements to SGI Matrix, LLC under their new name and Federal Identification Number; to authorize the expenditure of $28,440.68 from the Sewer System Operating Fund and $24,183.32 from the Water Operating Fund; and to declare an emergency. ($52,624.00)

 

 

Body

 

WHEREAS, the Department of Public Utilities is in need of establishing a new contract with SGI Matrix, LLC for the purpose of providing parts, installation, maintenance, monitoring, repair  and support services for both new installations and existing security equipment for the various locations of the Department of Public Utilities; and

 

WHEREAS, due to the proprietary nature of the security software and compatibility with existing security equipment,  it is in the City’s best interest to waive competitive bidding and enter into contract with SGI Matrix, LLC; and

 

WHEREAS, the Department of Public Utilities currently uses the Frontier access control system to secure many of its facilities; and

 

WHEREAS, this contract provides for the parts, service and maintenance of all access control products under the Frontier Security brand including, but not limited to, Badge Readers, Reader Control Modules, Serial Boards, Reader Distribution Panels, Matrix Subsystem Gateways, Door Controllers, Building Controller Items and all associated connections.  Batteries and Building Controllers are considered Consumables and therefore not covered under the maintenance services.  Building Controllers are considered end-of-life items and must be replaced with new installs, rather than be repaired; and

 

WHEREAS, the agreement provides for the repair/replacement and servicing of all accessible components and devices, emergency service calls and 24 hours a day, 7 days a week telephone support, panel and peripheral component replacement for the various electronic systems; and

 

WHEREAS, the term of this contract is for the period of one (1) year from the date of execution by the City of Columbus.  This contract includes language for the establishment of a contingency fund in the amount of $20,000 to be used as necessary if there is a needed repair identified outside the scope of the parts and service agreement.  If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested and is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor; and

 

WHEREAS, the Division of Sewerage and Drainage has a need at the Jackson Pike Wastewater Treatment Plant to repair Gate 1 that was recently damaged and replace a Reader at the Lagoon Gate, for which an additional $8,170.00 in funding is being included within this contract; and

 

WHEREAS, the Staten Group, Inc. has recently completed its acquisition of Matrix Systems Holding (and the assets of its subsidiaries, Frontier Security and Xentry Systems Integration).  The Matrix Companies manufacture, sell and install Frontier Integrated Access Control Products as well as video surveillance, fire and intrusion systems to end users and reseller in the security, IT and electrical contractor markets.  Xentry has complemented Frontier with a broad-base of security products and service; and 

 

WHEREAS, the company will now be working under the new name and Federal Identification Number (FID) of SGI Matrix, LLC, FID #81-3876225, so it is necessary to authorize the assignment of all past, present and future business done by the City of Columbus with Matrix Systems Inc., FID #31-0902711, and Xentry Systems Integration, LLC, FID #46-5375241 to be assigned to SGI Matrix, LLC, #81-3876225, and is being submitted in accordance with the relevant provisions of Chapter 329 of the City Code pertaining to the waiver of competitive bidding and contract modifications; and

 

WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water and the Division of Sewerage and Drainage, in that it is immediately necessary to authorize the Director to enter into contract for Security System Parts, Installation, Maintenance, Monitoring, Repair and Support Services for security needs at the various facilities of the Department of Public Utilities and to provide the funding under the new company name and FID number to allow for payment of services for all past, present and future business done by the City of Columbus with SGI Matrix, LLC for the immediate preservation of the 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 Public Utilities be and is hereby authorized to enter into contract with SGI Matrix, LLC, 1041 Byers Road, Miamisburg, OH 45342, for Security System Parts, Installation, Maintenance, Monitoring, Repair and Support Services, and for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement, for the various facilities of the Department of Public Utilities, in accordance with the terms and conditions as shown in the agreement on file in the office of the Department of Public Utilities.  Total contract amount is $52,624.00.

 

SECTION2.  That the Director of Public Utilities be and is hereby authorized to modify all past, present and future contracts and agreements pursuant to those contracts to reflect the change in company name and FID number from Matrix Systems Inc., FID #31-0902711, and Xentry Systems Integration, LLC, FID #46-5375241 to be assigned to SGI Matrix, LLC, #81-3876225.

 

SECTION 3.  That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrators of the Division of Sewerage and Drainage and the Division of Water.

 

SECTION 4.  That this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the City Code for the new contract with SGI Matrix, LLC.

 

SECTION 5.  That the expenditure of $52,624.00 or so much thereof as may be needed, be and the same hereby is authorized in Fund 6100 Sewer System Operating Fund in object class 02 Materials & Supplies in the amount of $7,150.00, and object class 03 Services in the amount of $21,290.68; and in Fund 6000, Water Operating Fund in object class 02 Materials & Supplies in the amount of $5,000.00, and in object class 03 Services in the amount of $19,183.32 per the accounting codes in the attachment to this ordinance.

 

SECTION 6.  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 7. 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.