Explanation
Background:
This legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to enter into a contract and establish a purchase order with Duncan Video, Inc. for the purchase of TV Control Room Replacement Equipment for the Media Services television control room located at Columbus City Hall, 90 West Broad Street, Columbus, Ohio 43215. The equipment to be purchased includes a character generation system (CG) and a video production server as well as associated equipment and accessories. The purchase also includes installation and training.
The proposed character generation (CG) replaces an eleven (11) year old end of life system and will provide additional features to include greater ease of use, increased visual effects, 3D capability, an interface for live data (streams of information such as in election returns), and a path for an upgrade to HD transmission for the City's CTV Channel. The video production server replaces three (3) videotape recorders/players between three (3) and five (5) years old, with digital file technology resulting in faster and more efficient transfer of video programming within the CTV production facility and decreased repair and maintenance costs. This equipment is needed to replace out of date equipment and to upgrade the CTV television facility to state of the art status.
The Department of Technology (DoT) exercised due diligence by completing the competitive bid process (Solicitation # SA003588) in compliance with Columbus City Code Section 329. On May 14, 2010, the (ITB) Invitation to Bid (SA003588) for the TV Control Room Replacement Equipment was issued and the proposals were received June 3, 2010. Two (2) proposals were received, one (1) from Duncan Video, Inc. in the amount of $97,347.81 and one (1) from Roscor Corporation in the amount of $98,566.00. After reviewing both bids that were submitted, it was recommended that the award be made to Duncan Video, Inc., in the amount of $97,347.81, as they were deemed to be the overall lowest, responsive, responsible and best bidder per specification.
Fiscal Impact:
The cost associated with this legislation is $97,347.81. Funds totaling $97,347.81 for this purchase were budgeted and are available within the Department of Technology, Information Services Capital Improvement Fund (Build America Bonds/B.A.B.s).
Contract Compliance:
Vendor Name: Duncan Video Inc. CC#: 35-1577637 Expiration Date: 6/2/2012
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to enter into a contract and establish a purchase order with Duncan Video, Inc., for the purchase of TV Control Room Replacement Equipment; and to authorize the expenditure of $97,347.81 from the Department of Technology, Information Services Capital Improvement Fund (Build America Bonds/B.A.B.s). ($97,347.81)
Body
WHEREAS, this legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to enter into contract and create a purchase order with Duncan Video, Inc. for the purchase of TV Control Room Replacement Equipment for the Media Services television control room located at Columbus City Hall, 90 West Broad Street, Columbus, Ohio 43215; and
WHEREAS, this equipment is needed to replace out of date equipment and to upgrade the CTV television facility to state of the art status; and
WHEREAS, it is in the best interest of the citizens of Columbus to provide for the broadest possible distribution of information on government affairs and governmental institutions, enhancement of educational opportunities and encourage open discourse on issues of concern to the public at large through the use of video transmission technologies; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process (bid solicitation # SA003588), completed by the Purchasing Office, in compliance with Columbus City Code Section 329; and
WHEREAS, it is necessary to maintain on-going support and to allow for uninterrupted daily operations for the preservation of 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 the Department of Finance and Management, on behalf of the Department of Technology, is authorized to enter into a contract and establish a purchase order with Duncan Video, Inc. for the purchase of TV Control Room Replacement Equipment for the Media Services television control room located at Columbus City Hall, 90 West Broad Street, Columbus, Ohio 43215, in the amount of $97,347.81.
SECTION 2: That the expenditure of $97,347.81 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Capital Improvement Fund (B.A.B.'s), is hereby authorized as follows:
Div.: 47-02|Fund: 514|Subfund: 003|Project Name: Media Services - Video Storage Equipment| Project No.: 470054-100001| Project OCA: 514154| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $97,347.81
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.