Explanation
BACKGROUND:
The purpose of this legislation is to authorize the Director of Finance and Management, on behalf of the Department of Technology (DOT), to establish a purchase order for the purchase of three (3) studio camera systems for the Department of Technology, Information Services Division, with ProVideo Systems, Inc. The three (3) studio camera systems replace end of life and failing cameras currently used for GTC-3 studio productions to include " Community Tapestry ", "Education is Everybody's Business ", Access to Business, Call the Roll, EMS Perspectives, and Command Post, as well as various productions for the City of Columbus, Mayor's Office. The existing cameras are over 10 years old and have become either inoperable or obsolete. The equipment being purchased includes studio viewfinders, control units, zoom and focus controls, and will replace video equipment in the GTC-3 Studio Control Room. Through this purchase, the quality of GTC-3 productions will increase because of the digital technology employed and will be used by Media Services Personnel to record live and taped programming originating in the GTC-3 Studio, City Council Chambers as well as studio programs produced for the Community Relations Commission, Office of Education, EBOCO, Fire Division and the Mayor's Office.
The Department of Technology, through the Purchasing Office, exercised due diligence by completing the competitive bid process in compliance with Columbus City Code Section 329. A formal bid was prepared and posted on the City's solicitation web site. On October 16, 2008 the City of Columbus, Purchasing Office received and opened two (2) bids, associated with bid solicitation SA003073; One bid was from ProVideo Systems, Inc., with a total amount of $68,910.00. The other bid from Roscor Corporation was deemed non-responsive as Roscor Corporation submitted additional terms and conditions that were unacceptable to the City of Columbus. The bid submitted by ProVideo Systems, Inc. was acceptable to the City of Columbus.
Upon completion of reviewing the bids, it was recommended that the award be made to ProVideo Systems Inc. in the amount of $68,910.00, as they were the only bidder that was deemed, responsive, responsible and best bidder per specification.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
CONTRACT COMPLIANCE NUMBER:
Supplier Name: ProVideo Systems, Inc. CC #: 34-1657683 Expiration Date: 10/09/2010
EMERGENCY DESIGNATION:
This ordinance is submitted as an emergency measure to allow funding to be available to cover the necessary purchase prior to December 2008 and to continue with services that are necessary to support daily operation activities.
FISCAL IMPACT:
Funds are available and budgeted for this expenditure within the Department of Technology, Information Services Fund.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order, for the purchase of three (3) studio camera systems, with ProVideo Systems, Inc. for the Department of Technology, Information Services Division; to authorize the expenditure of $68,910.00 from the Department of Technology, Information Services Fund; and to declare an emergency. ($68,910.00)
Body
WHEREAS, the Department of Technology, Information Services Division (ISD) has an immediate need for the purchase of three (3) studio camera systems, and
WHEREAS, the Purchasing Office opened a formal bid on October 16, 2008 via SA003073 and only two (2) bids were received, and
WHEREAS, a recommendation has been made to the lowest, responsive and responsible bidder, ProVideo Systems, Inc., and
WHEREAS, a purchase order will be issued in accordance with the terms and specifications of Solicitation Number: SA003073 on file in the Purchasing Office; and
WHEREAS, an emergency exists in the usual daily operation of The Department of Technology, in that there is an immediate need for the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order, for the purchase of three (3) studio camera systems, with ProVideo Systems, Inc., to support daily operational needs throughout the City, 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, on behalf of the Department of Technology (DoT), be and is hereby authorized to establish a purchase order, in the amount of $68,910.00 for the purchase of three (3) studio camera systems with ProVideo Systems, Inc. for the Department of Technology, Information Services Division, in accordance with specifications on file in the Purchasing Office.
SECTION 2. That the expenditure of $68,910.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472425| Obj. Level 1: 06| Obj. Level 3: 6644| Amount: $65,343.00.
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472425| Obj. Level 1: 03| Obj. Level 3: 3336| Amount: $2,034.00.
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472425| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $1,533.00.
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 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.