Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into contract with Magnasync Moviola Corp, dba Filmtools, for the procurement and installation of video playback and scheduling equipment at the Ctv head-end site, for $145,503.00 (including $10,000 in contingency funding) for a period of one year from the date of a confirmed purchase order by the Columbus City Auditor’s office.
Currently, the City uses FastBreak 2000 four- channel television channel scheduling system. However, the equipment is no longer supported, and is near end of life. The new system will allow Ctv to have full high-definition signal flow throughout the system, allowing for easier scheduling, remote access, and video on demand services.
This one-year contract authorizes the purchase of hardware and associated equipment, installation services and an extended warranty. Subject to mutual agreement of all parties and authorized appropriation, the contract may be renewed for two (2) additional one-year terms.
In 2020, the Department of Technology solicited Requests for Proposal via RFQ016695. The two respondents were Filmtools and iVideo Technologies. The responses were evaluated and scored with Filmtools receiving the highest score for being the most responsive, responsible and best proposal.
Vendor Point Score Cost
Magnasync Moviola Corp (DBA Filmtools) 435 $135,503.00
iVideo 403 $142,718.05
This ordinance also authorizes the expenditure of $145,503.00 for the above-described purpose. Of this amount, $10,000.00 is for contingency funding.
EMERGENCY: The Department of Technology is requesting emergency designation to ensure the new system is implemented and tested prior to existing equipment reaching end of life and the potential for system failure.
FISCAL IMPACT:
Funding for the contract authorized by this ordinance is available and budgeted in the Information Services Capital Project Fund ($145,503.00).
CONTRACT COMPLIANCE:
Vendor Name: Magnasync Moviola Corp, dba Filmtools (DAX Acct#: 032762)
CC#: CC032762
Expiration Date: 7/6/2022
Title
To authorize the Director of the Department of Technology to enter into contract with Magnasync Moviola Corp, dba Filmtools, for the procurement and installation of video playback and scheduling equipment at the Ctv head-end site for $145,503.00, including $10,000.00 in contingency funding; and to authorize the expenditure of $145,503.00 from the Media Services and Equipment Infrastructure Capital Improvements fund; and to declare an emergency. ($145,503.00).
Body
WHEREAS, the Department of Technology (DOT) solicited bids publishing RFQ016695, receiving 2 responsive bids; and
WHEREAS, DOT determined Magnasync Moviola Corp, dba Filmtools offered the lowest, most responsive, responsive and best bid; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into contract with Magnasync Moviola Corp, dba Filmtools, for the procurement and installation of video playback and scheduling equipment at the Ctv head-end site, for $145,503.00 (including $10,000 in contingency funding) for a period of one year from the date of a confirmed purchase order by the Columbus City Auditor’s office.
WHEREAS, this one-year contract authorizes the purchase of hardware and associated equipment, installation services and an extended warranty. Subject to mutual agreement of all parties and authorized appropriation, the contract may be renewed for two (2) additional one-year terms; and
WHEREAS, funding is budgeted and available from within the Information Services Capital Project Fund 5105 to meet the financial obligations of this expenditures; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to enter into contract with Magnasync Moviola Corp, dba Filmtools, for the procurement and installation of video playback and scheduling equipment at the Ctv head-end site in order to avoid interruption in daily operations, 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 the Department of Technology be and is hereby authorized to enter into contract with Magnasync Moviola Corp, dba Filmtools, for the procurement and installation of video playback and scheduling equipment at the Ctv head-end site, for $145,503.00, including $10,000 in contingency funding. Subject to mutual agreement and approval of the proper City authorities, this agreement can be renewed for two (2) additional one (1) year terms.
SECTION 2. That the expenditure of ($145,503.00), or so much thereof as may be necessary, is hereby authorized to be expended from: (See attachment: XXXX-2020 EXP)
Dept.: 47 | Div.: 47-02 | Obj. Class: 06 | Main Account: 66530 | Fund: 5105 | Sub-fund: 000000
| Program: IT008 | Section 3: N/A | Section 4: N/A | Section 5: N/A | Project Code: P470056-100000 | Optional Field: P470056.100000 | Planning Area: 99 | Amount: $145,503.00
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 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 5. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.