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 AVI Systems, Inc. for the purchase of the Broadcast Television Play-To-Air Automation System 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 software, hardware, customization, training, professional services (installation) and support. The Broadcast Television Play-To-Air Automation System replaces an 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 which will 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 # SA004403) in compliance with Columbus City Code Chapter 329. On June 14, 2012, the (ITB) Invitation to Bid (SA004403) for the Broadcast Television Play-To-Air Automation System was issued. Only one proposal was received on June 14, 2012, from AVI Systems, Inc., and after reviewing the bid, it was recommended that the award be made to AVI Systems, Inc., as they were deemed to be the overall lowest, responsive, responsible and best bidder per specification. The original bid amount/purchase cost of $106,884.00 will be reduced by a $15,000.00 credit (Item # 9 of bid; System Upgrade credit) bringing the total acquisition cost of $91,884.00.
Last year, in 2011 Columbus City Council passed ordinance no. 0458-2011, passed on May 23, 2011 for the purchase of the Broadcast Television Play-To-Air Automation System with the vendor Roscor Corporation, who subsequently was unable to fulfill the committments of the contract. Therefore, the Department of Technology cancelled the purchase order/contract (FL004930) and re-bid for the purchase of the Television Play-To-Air Automation System via SA004403 on June 14, 2012.
This ordinance also authorizes the appropriation of authority and funds within the Information Services Bond Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed April 16, 2012, via Ordinance # 0368-2012, to accommodate for the expenditure authorized by this ordinance.
EMERGENCY DESIGNATION:
Emergency action is requested to ensure that the needed purchase and services are not delayed; to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; and to ensure no service interruptions.
Fiscal Impact:
The cost associated with this legislation is $91,884.00. The original bid amount/purchase cost of $106,884.00 will be reduced by a $15,000.00 credit (Item # 9 of bid; System Upgrade credit) bringing the total acquisition cost of $91,884.00. Funds totaling $91,884.00 for this purchase were budgeted and are available within the Department of Technology, Information Services Division, Capital Improvement Fund (Media Services- Control Room Capital Project #: 470054-100001; CARRYOVER FUNDS).
Contract Compliance:
Vendor: AVI Systems, Inc. F.I.D#/C.C#: 45 - 0321251 Expiration Date: 11/18/2013
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 AVI Systems, Inc., for the purchase of the Broadcast Television Play-To-Air Automation System; to authorize the appropriation of authority and funds within the Information Services Bond Fund; to amend the 2012 Capital Improvement Budget; to authorize the expenditure of $91,884.00 from the Department of Technology, Information Services Division, Capital Improvement Fund; and to declare an emergency. ($91,884.00)
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 AVI Systems, Inc. for the purchase of the Broadcast Television Play-To-Air Automation System 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 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 # SA004403), completed by the Purchasing Office, in compliance with Columbus City Code Chapter 329; and
WHEREAS, only one proposal was received on June 14, 2012, from AVI Systems, Inc., and therefore was deemed to be the overall lowest, responsive, responsible and best bidder per specification. The original bid amount/purchase cost of $106,884.00 will be reduced by a $15,000.00 credit (Item # 9 of bid; System Upgrade credit) bringing the total acquisition cost of $91,884.00.
WHEREAS, this ordinance authorizes the appropriation of authority and funds within the Information Services Bond Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed April 16, 2012, Ordinance # 0368-2012, to accommodate for the expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Finance and Management Department to establish a purchase order with AVI Systems, Inc., for the purchase of the Broadcast Television Play-To-Air Automation System for the Media Services television control room located at Columbus City Hall, 90 West Broad Street, Columbus, Ohio 43215; and for the immediate 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 AVI Systems, Inc., for the purchase of the Television Play-To-Air Automation System for the Media Services television control room located at Columbus City Hall, 90 West Broad Street, Columbus, Ohio 43215. The original bid amount/purchase cost of $106,884.00 will be reduced by a $15,000.00 credit (Item # 9 of bid; System Upgrade credit) bringing the total acquisition cost to $91,884.00.
SECTION 2: That the 2012 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514:
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
GTC-3 Control Room:
470054-100001 /carryover /002 $52,153 $130,001 $77,848
GTC-3 Control Room:
470054-100001 /carryover /003 $0 $12,653 $12,653
SECTION 3: That the expenditure of $91,884.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Capital Improvement Fund, is hereby authorized as follows:
Div.: 47-02|Fund: 514|Subfund: 003 (Build America Bonds/B.A.B.s)|Project Name: GTC-3 Control Room| Project No.: 470054-100001 (CARRYOVER FUNDS)| Project OCA: 514154| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $12,652.19
Div.: 47-02|Fund: 514|Subfund: 002|Project Name: GTC-3 Control Room| Project No.: 470054-100001 (CARRYOVER FUNDS)| Project OCA: 475401| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $79,231.81
SECTION 4: 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 5: 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 approved nor vetoes the same.