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 MatrixProsecutor software system. The original agreement (EL017301) was authorized by ordinance 1028-2015, passed May 15, 2015. The most recent contract was authorized under the authority of Ordinance No. 1677-2020, passed by the Columbus City Council on July 27, 2020, through purchase order PO239762. The coverage term period of this 2021-2022 contract agreement is from October 1, 2021 to September 30, 2022, in the amount of $61,800.00.
The MatrixProsecutor software system is a web-based, comprehensive prosecutor case management system that the City Attorney's office uses to automate processing and store information related to legal matters assigned to their office. It provides prosecutors with a single solution that meets all case and workflow requirements from case intake through appeal. The system automates the key functions of the prosecutor’s office enabling prosecuting attorneys and support staff to be more effective and efficient. MatrixProsecutor provides integration across the entire justice system increasing productivity, decreasing operating costs, and accelerating timely case disposition.
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 2019 and 2020 the Department of Technology legislated $61,800.00 respectively for the purchase of maintenance and support services associated with the case management system with Matrix Pointe Software, LLC. This ordinance (2021) is for maintenance and support services 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 Name: Matrix Pointe Software, LLC; CC#: 27-0616884; Expiration Date: 06/30/2022
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; and 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, 2021 through September 30, 2022; 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 changing the annual coverage term period; and
WHEREAS, The most recent contract was authorized under the authority of Ordinance No. 1677-2020, passed by the Columbus City Council on July 27, 2020, through purchase order PO239762; 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 of Technology 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 contract will be from October 01, 2021 through September 30, 2022.
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 1481-2021 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: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.