Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with various vendors for the purchase of a studio camera system with tele-prompters to be used by CTV. Through quality programming, CTV (Columbus’ government television channel) provides local citizenry with important information about Columbus City government and increases citizen access to city officials and staff. CTV programs highlight the civic and cultural landscape of Columbus through various weekly public-affairs shows and the airing of live government meetings and press conferences. To ensure that CTV can continue to provide high quality content, it is necessary to update and replace older, obsolete equipment.
On November 17th, 2022, bids to replace the above-described system were opened. Six bids were received, with four different vendors submitting low and responsive bids on different parts of the system. As such, DoT recommends that bids be awarded to B&H Foto and Electronics, iVideo Technologies, Focus Camera and Tarazi, LLC for up to $47,106.18, $49,287.68, $33,880.00, and $17,998.00 respectively. In most cases, the low bidder of an item was selected. However, on three of the items, an alternate product was bid by B&H. Since it was determined that the alternate products would not work with the system, bids in these cases were awarded to the next lowest bidder (iVideo and Tarazi). Other bidders (and their total bids) were as follows:
• Mr. Cheapo.com- $176,319.74
• Red Vest Supply- $182,803.94
This ordinance also authorizes Director of the Department of Technology to enter into contract with iVideo Technologies, LLC for the installation of the above-noted camera system. This vendor recently installed various other equipment in CTV’s studio control room, as authorized by ordinance 2669-2022. Because this vendor is quite knowledgeable on CTV’s control room structure, DoT wishes to contract with them again to install the new camera system. However, since this service was not bid out, a waiver of the competitive bidding provisions of Chapter 329 of Columbus City Codes is required.
Funds for the both the purchase of the equipment and its installation are budgeted in the Department of Finance and Management in object code 03 (services). As such, it is necessary to transfer $148,271.86 from 03 to 06 (equipment) for the purchase of the hardware.
Finally, this ordinance authorizes the total expenditure of $171,386.08, ($148,271.86 for hardware and $23,114.22 for its installation) from “citywide technology purchases” allocation of the Department of Finance and Management’s 2022 general fund budget.
FISCAL IMPACT
Funds for the purchase of a new studio camera system and its installation are budgeted and available in the “citywide technology purchases” allocation of the Department of Finance and Management’s 2022 general fund budget.
CONTRACT COMPLIANCE
B&H Foto and Electronics, Inc.; C.C/F.I.D.#: 13-2768071; Expiration Date: 11/17/2023
DAX vendor no.: 000621
iVideo Technologies, LLC; C.C/F.I.D.#: 27 - 4267240; Expiration Date: 9/1/2023
DAX vendor no.: 011533
Focus Camera, LLC; C.C/F.I.D.# 20-0493890; Expiration Date: 7/7/2023
DAX vendor no.: 038231
Tarazi, LLC; C.C/F.I.D.# 84-3647481; Expiration Date: 4/19/2024
DAX vendor no.: 031380
EMERGENCY
Emergency action is requested on this ordinance so that funds can be encumbered prior to the 2022 year-end closure by the City Auditor’s Office.
Title
To authorize the Director of the Department of Technology to enter into contracts with B&H Foto and Electrnoics, iVideo Technologies and Focus Camera for the purchase of a studio camera system with tele-prompters; to authorize the Director of the Department of Technology to enter into contract with iVideo Technologies, LLC, for the installation of the above-noted studio camera system; to waive the of competitive bidding provisions of Columbus City Codes as it relates to the contract with iVideo Technologies, LLC; to authorize the transfer of $148,271.86 in the “citywide technology purchases” allocation of the Department of Finance and Management’s 2022 general fund budget; to authorize the expenditure of up to $171,386.08 for the above-described purposes from the “citywide technology purchases” allocation of the Department of Finance and Management’s 2022 general fund budget; and to declare an emergency. ($171,386.08)
Body
WHEREAS, the Department of Technology wishes to purchase and install a studio camera system with tele-prompters to be used by CTV; and
WHEREAS, on November 17, 2022, bids for the purchase of a studio camera system were opened; and
WHEREAS, B&H Foto and Electronics, iVideo Technologies, Focus Camera and Tarazi submitted the lowest responsive bids for different elements of the above-described system; and
WHEREAS, the Department of Technology wishes to contract with iVideo Technologies, LLC for installation of said camera system; and
WHEREAS, a waiver of the competitive bidding provisions of Columbus City Codes, Chapter 329 is necessary to contract with iVideo Technologies, LLC for installation of a new camera system; and
WHEREAS, funds for the above-described purchases are budgeted and available in the “citywide technology purchases” allocation of the Department of Finance and Management’s 2022 general fund budget; and
WHEREAS, because the above-noted funds are entirely budgeted in object code 03, it is necessary to transfer $148,271.86 from 03 to object code 06 to facilitate the purchase of the noted hardware; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to undertake the actions described in this ordinance for the purchase and installation of a studio camera system with tele-prompters to be used by CTV so that funds can be encumbered prior to the 2022 year-end closure by the City Auditor’s Office; 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 B&H Foto and Electronics, Inc. for up to $47,106.18 for the purchase of studio camera system equipment for a term of one year from the date of a confirmed purchase order by the City Auditor’s Office.
SECTION 2. That the Director of the Department of Technology be and is hereby authorized to enter into contract with iVideo Technologies, LLC for up to $49,287.68 for the purchase of studio camera system equipment for a term of one year from the date of a confirmed purchase order by the City Auditor’s Office.
SECTION 3. That the Director of the Department of Technology be and is hereby authorized to enter into contract with Focus Camera, LLC for up to $33,880.00 for the purchase of studio camera system equipment for a term of one year from the date of a confirmed purchase order by the City Auditor’s Office.
SECTION 4. That the Director of the Department of Technology be and is hereby authorized to enter into contract with Tarazi, LLC for up to $ 17,998.00 for the purchase of studio camera system equipment for a term of one year from the date of a confirmed purchase order by the City Auditor’s Office.
SECTION 5. That the Director of the Department of Technology be and is hereby authorized to enter into contract with iVideo Technologies, LLC for the installation of the above-described studio camera system at a cost of $23,114.22 for a term of one year from the date of a confirmed purchase order by the City Auditor’s Office.
SECTION 6. That this Council finds it is in the best interests of the City to waive of the competitive bidding provisions of Columbus City Codes, Chapter 329, as it pertains to the contract with iVideo Technologies, LLC noted in Section 5.
SECTION 7. That the transfer of $148,271.86 from object code 03 to object code 06, in the “citywide technology purchases” allocation of the Department of Finance and Management’s 2022 general fund budget be hereby authorized, as shown in the attachment to this ordinance. (see 3395-2022EXP)
SECTION 8. That the expenditure of up to $171,386.08, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (see 3395-2022EXP)
SECTION 9. 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 10. 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 11. 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.