Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a 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 various locations under the purview of the Facilities Management Division. 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 provides both the access control hardware (panels and card readers) as well as the software to monitor, control access, and secure facilities under the purview of the Facilities Management Division. In Ohio and contiguous states, SGI Matrix maintains installation personnel to provide final hook up, testing, and certification of all facility access security equipment. SGI Matrix is the sole source for final installation and certification of said equipment. Therefore, due to the nature of the security software and compatibility of existing security equipment, it is in the best interest of the City enter into contract with SGI Matrix in accordance with the sole source procurement provisions of Columbus City Code.
Additionally, this ordinance seeks the transfer of funds within the Facilities Management Division General Fund operating budget in order to properly align appropriations with projected expenditures and to allow the division to operate without interruption. This transfer amount is $110,080.00 is in accordance with the third quarter financial review.
SGI Matrix, LLC. Contract Compliance No. 81-3876225, expiration date November 13, 2020.
Fiscal Impact: This legislation authorizes an expenditure of $75,000.00 from the General Fund and $25,000.00 from the Construction Management Improvement Fund with SGI Matrix, LLC for the purpose of providing parts, installation, maintenance, monitoring, repair and support services for both new installations and existing security access equipment for various city facilities under the purview of the Facilities Management Division. The Facilities Management Division budgeted $100,000.00 for said services. In 2018, $15,473.37 was expended for said services. This ordinance also authorizes the City Auditor to transfer and appropriate $110,080.00 within the Facilities Management Division General Fund operating budget.
Emergency action is requested so that the contract can be entered into quickly to ensure an uninterrupted continuation of services and in order to properly align appropriations with projected expenditures in order to allow the division to operate without interruption .
Title
To authorize the Director of Finance and Management to enter into contract with SGI Matrix, LLC for security system parts, installation, maintenance, monitoring, repair and support services for security access equipment at various city facilities, in accordance with sole source procurement provisions of Columbus City Code; to amend the 2019 Capital Improvement Budget; to authorize the transfer or $25,000.00 within the Construction Management Capital Improvement Fund; to authorize the transfer to $110,080.00 within the General Fund; to authorize the expenditure of $75,000.00 from the General Fund; to authorize the expenditure of $25,000.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($210,080.00)
Body
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and authorize the transfer of funds between projects within the Construction Management Capital Improvement and the General Fund; and
WHEREAS, the Facilities Management Division 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 access equipment for the various city locations; 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; and
WHEREAS, the contract also 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, due to the nature of the security software and compatibility of existing security equipment, it is in the best interest of the City enter into contract with SGI Matrix in accordance with the sole source procurement provisions of Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with SGI Matrix to ensure an uninterrupted continuation of services, thereby preserving 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 Director of Finance and Management be and is hereby authorized to enter into contract with SGI Matrix, LLC, for security system parts, installation, maintenance, monitoring, repair and support services, for both new installations and existing security access equipment, for various city facilities.
SECTION 2. That the transfer of $25,000.00, or so much thereof that may be needed is hereby authorized within Fund 7733, Construction Management Capital Improvement Fund in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the transfer of $110,080.00, or so much thereof that may be needed is hereby authorized within the General Fund 1000 from Object Class 03 - Contractual Services to Object Class 02 - Supplies, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $75,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized in the General Fund 1000, in Object Class 03 - Contractual Services per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $25,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in the Construction Management Capital Improvement Fund 7733 in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 6. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. 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 8. 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 9. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 10. That this contract is made and entered into in accordance with the sole source provisions of Chapter 329 of the Columbus City Code.
SECTION 11. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.