Explanation
This ordinance authorizes the Director of the Department of Technology to modify an existing agreement with Matrix Pointe Software, LLC for the procurement of ten (10) additional software licenses.
Ordinance 1876-2021, passed on July 26, 2021, authorized entering into contract with Matrix Pointe Software, on behalf of the City Attorney’s Office, for the procurement and implementation of Matrix’s civil case management module. However, following passage of the above-mentioned ordinance (and subsequent execution of the contract) it was determined that ten (10) additional licenses were needed to ensure access to the system by the Division of Income Tax. This ordinance authorizes modification of the contract, established by ordinance 1876-2021, to add these licenses at a cost of $37,375.00. The term of this contract modification will be one year from the date of a confirmed purchase order by the City Auditor’s Office.
This ordinance also authorizes the expenditure of $37,375.00, from Technology’s capital improvement budget, to accommodate the above-described purchase.
Additionally, this ordinance authorizes amending the current capital improvement budget with the transfer of cash between projects to accommodate this purchase and the purchase referenced in ordinance 0479-2022.
Finally, this ordinance authorizes a waiver of the competitive bidding requirements of Chapter 329 of Columbus City Codes. This is requested to maintain continuity in the on-going project.
FISCAL IMPACT
The budget authority for this acquisition is budgeted and available in the Department of Technology’s capital improvement budget (fund 5105, project no. 240100-100000). This ordinance amends the current capital improvement budget by transferring $113,000.00 in cash between projects.
CONTRACT COMPLIANCE
Vendor: Matrix Pointe Software, LLC
CC#: 27-0616884; Expiration Date: 6/30/2022
DAX/City Vendor Acct. No. 002774
Title
To authorize the Director of the Department of Technology to modify a contract, on behalf of the City Attorney’s Office, with Matrix Pointe Software, LLC to procure additional licenses for the civil case management module of the on-going records management platform project; to waive the competitive bidding requirements of chapter 329 of Columbus City Codes; to authorize the amendment of the 2021 capital improvement budget; to authorize the transfer of cash and appropriation of $113,000.00 between projects within the Information Services Capital fund; and to authorize the expenditure of $37,375.00 for the above-described purpose. ($37,375.00)
Body
WHEREAS, on July 26, 2021, ordinance 1876-2021 passed, authorizing entering into contract with Matrix Pointe Software, on behalf of the City Attorney’s Office, for the procurement and implementation of Matrix’s civil case management module; and
WHEREAS, subsequent to passage of ordinance 1876-2021, it was determined that additional licenses were needed to enable the Division of Income Tax to access the system; and
WHEREAS, this ordinance authorizes the modification of the contract established by ordinance 1876-2021, thus allowing for the purchase of the additional licenses at a cost of $37,375.00; and
WHEREAS, it is necessary to amend the current capital improvement budget with the transfer of cash between projects to accommodate this purchase and the purchase referenced in ordinance 0479-2022; and
WHEREAS, this ordinance authorizes the expenditure of $37,375.00 for the above-described purpose; and
WHEREAS, the term of this contract modification will be one year from the date of a confirmed purchase order by the City Auditor’s Office; and
WHEREAS, this ordinance authorizes the waiver of the competitive bidding requirements of chapter 329 of Columbus City Codes; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Columbus City Attorney’s Office, to modify an agreement with Matrix Pointe Software, LLC for the purchase of additional licenses for the 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 the Department of Technology, on behalf of the Columbus City Attorney, be and is hereby authorized to modify an existing agreement with Matrix Pointe Software, LLC for the purchase of additional licenses associated with implementation of the civil case management module of the on-going records management platform project, for a term of one year from the date of a confirmed purchase order by the City Auditor’s Office.
SECTION 2. That the 2021 capital improvement budget be and is hereby amended as follows
Project No. | Project Name | Revised Authority | Remaining Authority | Change
P470068-100000 | Data Management Services (Info Carryover) | $181,009 | ($113,000) | $68,009
P240100-100000 | Case Management System (Info Serv. Carryover) | $0 | $113,000 | $113,000
SECTION 3: That the transfer of cash and appropriation between projects in the amount of $113,000 is authorized as shown in the attachment to this ordinance. (See 0468-2021EXP)
SECTION 4: That the expenditure of $37,375.00, or so much thereof as may be necessary, is hereby authorized from the Information Services Bonds Fund as shown in the attachment to this ordinance. (See 0468-2022 EXP):
SECTION 5: That this ordinance authorizes the waiver of the competitive bidding requirements of chapter 329 of Columbus City Codes.
SECTION 6: 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 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 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.
SECTION9: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.