Explanation
To authorize and direct the Director of Finance and Management, on behalf of the Recreation and Parks Director, to enter into various contracts for the purchase of mobile stage and related equipment; to authorize the appropriation of $285,850.00 within the Recreation and Parks Operating Fund 2285, to authorize the expenditure of $285,850.00 from the Recreation and Parks Operating Fund, to waive competitive bidding; and to declare an emergency.
Background: In a coordinated citywide effort to bring more educational, recreational and entertaining programs to Columbus neighborhoods starting in the summer of 2021, our office would like to purchase a mobile stage that gives our staff the flexibility to tow it easily to any part of the City and set up with ease within a short period of time.
With the COVID Pandemic impacting the lives of every citizen, it has been since 2019 that people have had an opportunity to gather in their own communities to celebrate, network and enjoy the quality of life our City has to offer. It is our desire to invigorate and unite neighborhoods throughout the city with diverse, stimulating and uplifting performing arts programs within just a few months. This endeavor also gives the City the rare opportunity to showcase local talent that has been unemployed for well over a year. The purchase of a small-size mobile stage would allow us to deliver quality performances in almost every type of park setting through the City.
The stage will be towed by a city vehicle and stored in the CRPD Warehouse during non-use.
Our initial quote from New Era Technology for the AV Production package design build was $240,000.00. New Era worked with the manufacturer “JBL” and we have received substantial discounts (approximately $75,000.00). Competitive bidding is requested to be waived due to the need to receive the equipment in time for use during performances for the abbreviated 2021 season.
Principal Parties:
Stageline Mobile Stage, Inc.
700 Marsolais Street, L’Assomption, Quebec, JSW 269 Canada
Pierre-Olivier Sauve, Sales Mgr. 1-514-707-9002
010654
SI Technologies LLC
DBA New Era Technology
PO BOX 156
Indianapolis, IN 46206
Cody Ramey 614-358-3967
031931
Bid Waiver Justification: Stage purchase is necessary for delivering quality programs during the 2021 summer/fall season. Bid waiver form is attached to this legislation.
Because of the $75,000.00 discount and consistency of purchasing same brands and equipment as the department currently owns and operates, New Era was the best choice.
There will be no subcontractors.
Emergency Justification: An emergency is being requested due to the Governor of Ohio lifting state COVID health mandates on outdoor events on April 5, 2021. Stage and sound system purchase is necessary for delivering quality programs during the 2021 summer/fall season.
Benefits to the Public: Free outdoor performing arts events delivered by the City to local neighborhoods.
Community Input/Issues: Local neighborhoods are eager to reconnect and network using safe and health protocols following the COVID Pandemic and the State of Ohio “stay at home” mandates.
Area(s) Affected: Citywide (99)
Master Plan Relation: Enriching neighborhoods to build stronger communities.
Fiscal Impact: $285,850.00 is available from within the Recreation and Parks Operating Fund 2285 to meet the financial obligations of these expenditures.
Title
To authorize the Director of Finance and Management, on behalf of the Recreation and Parks Department, to enter contracts with New Era Technology and Stageline Mobile Stage, Inc. for the purchase of a mobile stage and related equipment; to authorize the appropriation of $285,850.00 within the Recreation and Parks Operating Fund 2285, to authorize the expenditure of $285,850.00 from the Recreation and Parks Operating Fund, to waive the competitive bidding provisions of City Code; and to declare an emergency. ($285,850.00)
Body
WHEREAS, the Department of Recreation and Parks desires to bring more educational, recreational and entertaining programs to Columbus neighborhoods starting in the summer of 2021; and
WHEREAS, in order to do so, it is necessary to purchase a mobile stage that gives our staff the flexibility to tow it easily to any part of the City and set up with ease within a short period of time; and
WHEREAS, it is necessary to authorize the Director of Finance and Management, on behalf of the Recreation and Parks Department, to enter into contracts with New Era Technology in the amount up to $200,000, and also to enter into contract with Stageline Mobile Stage, Inc. in the amount up to $85,850.00, for the purchase of mobile stage and related equipment; and
WHEREAS, it is necessary to authorize the appropriation and expenditure of up to $285,850.00 from the Recreation and Parks Operating Fund; and
WHEREAS, due to the need to receive the equipment in time for use during performances for the abbreviated 2021 season, it is in the best interest of the City to waive the competitive bidding requirements of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract with New Era Technology and Stageline Mobile Stage, Inc. to purchase a mobile stage and related equipment to deliver quality programs during the 2021 summer/fall season, in order to preserve public health, 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 is hereby authorized to enter into contracts with New Era Technology in the amount up to $200,000, and is also authorized to enter into contract with Stageline Mobile Stage, Inc. in the amount up to $85,850.00 for the purchase of mobile stage and related equipment, on behalf of the Recreation and Parks Department.
SECTION 2. To authorize the appropriation of $285,850.00 within the Recreation and Parks Operating Fund 2285 per the accounting codes in the attachment to this ordinance.
SECTION 3. To authorize the expenditure of up to $285,850.00 from the Recreation and Parks Operating Fund per the accounting codes in the attachment to this ordinance.
SECTION 4. That this Council finds it in the best interests of the City to waive the competitive bidding provisions of City Code Chapter 329 to enter into this contract.
SECTION 5. 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 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 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 (10) days after passage if the Mayor neither approves nor vetoes the same.