Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into a contract with Matrix Pointe Software, LLC for maintenance and support services for the City Attorney’s Matrix Point Software system. The Matrix Pointe Software is a case management system that the City Attorney's office uses to automate processing and store information related to legal matters assigned to their office. The original agreement (EL017301) was authorized by ordinance 1028-2015, passed May 15, 2015. The most recent contract was authorized through ordinance no. 2698-2017, passed by Council on November 20, 2017 establishing PO098366. The term period of this agreement is October 1, 2018 to September 30, 2019 in the amount of $61,800.00.
This ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, 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.
FISCAL IMPACT:
In 2016 the Department of Technology legislated $35,000.00 under ordinance no: 2927-2016 for the purchase of professional services, training and implementation of a case management system. Those funds were cancelled in 2017 due to term period expiration and delay in implementation but later re-established under ordinance no. 2698-2017 for the same purpose. This ordinance (2018) is for maintenance and support at a cost of $61,800.00. Funds have been identified and are available within the Department of Technology, Information Services Operating Fund budget.
CONTRACT COMPLIANCE:
Vendor: Matrix Pointe Software, LLC; CC#: 27-0616884; Expiration Date: 10/11/2018
DAX Vendor Acct. #: 002774
Title
To authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into a contract with Matrix Pointe Software, LLC for maintenance and support services in accordance with sole source provisions of Columbus City Code; to authorize the expenditure of $61,800.00 from the Department of Technology, Information Services Operating Fund. ($61,800.00)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney, to enter into a contract with Matrix Pointe Software, LLC for maintenance and support services, in the amount of $61,800.00 with a coverage term from October 1, 2018 through September 30, 2019 ; and
WHEREAS, the original agreement (EL017301) was authorized by ordinance 1028-2015, passed May 15, 2015, for the purchase and implementation of a case management system. The original agreement was for eighteen (18) months through January 20, 2017. Ordinance No. 2927-2016 extended the coverage term of that agreement from January 21, 2017 through October 20, 2017 and also included funding in the amount of $35,000.00 for professional services hours for follow up training. Ordinance no. 2698-2017 extended the term agreement through October, 2018; and
WHEREAS, Matrix Pointe Software is a case management system used to automate processing and store information related to legal matters assigned to the Columbus City Attorney's Office; and
WHEREAS, Matrix Pointe Software, LLC is the sole provider for software maintenance and support and this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Chapter 329; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology, on behalf of the Columbus City Attorney, to authorize the Director to enter into contract for maintenance and support for the City Attorney’s Matrix Point Software system, for the preservation of public health, peace, property, safety and welfare; 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, be and is hereby authorized to enter into a contract with Matrix Pointe Software, LLC for maintenance and support services at a cost of $61,800.00. The coverage term of this agreement will be from October 01, 2018 through September 30, 2019.
SECTION 2: That the expenditure of $61,800.00 or so much thereof as may be necessary is hereby authorized to be expended from (Please see attachment 2140-2018 EXP):
Dept.: 47| Div.: 47-01|Obj. Class: 03 |Main Account: 63946| Fund: 5100 |Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4:IS01|Section 5: IT1204 {City Attorney} |Amount: $61,800.00|
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 Code, Chapter 329.
SECTION 6: This ordinance shall take effect and be in force from and after the earliest period allowed by law.