Explanation
BACKGROUND:
To accommodate new Council members and an increased demand for multimedia content, CTV has expanded their team. This proposed camera package will equip staff with the necessary tools to continue producing high-quality content for broadcast and web delivery. The system includes multiple cameras to facilitate coverage of live events and allow camera packages to go out with producers on different shoots simultaneously. The cameras being proposed are industry-standard and are an upgrade of current equipment. The items being requested include camera bodies, lenses, battery systems and other associated hardware.
This ordinance authorizes the Director of the Department of Technology to enter into a contract with B & H Foto & Electronics, Inc. for the one-time purchase of Sony large sensor video cameras, lenses and accessories to be used by DoT staff within the city’s government television division. This ordinance will result in an expenditure of no more than $81,941.90 for a period of one year.
The Department of Technology (DoT) through utilization of a Request for Quotation process as directed in Columbus City Code Chapter 329, received seven vendors' responses to RFQ026094 for the purchase of Sony large sensor cameras, lenses and accessories. DoT received bids from: B & H Foto & Electronics Inc., DBISP LLC, Mr Cheapo.com LLC, Bill & Mike's Photo Inc., Business Bay LLC, Tarazi LLC, and Focus Camera LLC. Out of all of the responses, B & H Foto & Electronics, Inc. was the lowest bidder.
The responses were evaluated for pricing, experience, and quality. The Department of Technology is recommending that the award be made to B & H Foto & Electronics.
Vendor Vendor ID Quote
B & H Foto & Electronics, Inc. (000621) $81,941.90
Focus Camera, LLC. (038231) $85,992.48
Bill & Mike’s Photo, Inc. (004965) $86,640.36
Mr. Cheapo.com, LLC. (001707) $90,873.88
DBISP, LLC. (001306) $94,702.17
Business Bay, LLC (024269) $100,072.82
Tarazi, LLC (031380) $110,539.82
This ordinance will amend the 2023 Capital Improvement Budget (CIB) to accommodate for the additional expenditure authorized by this ordinance.
FISCAL IMPACT:
An amendment of the 2023 Capital Improvement Budget (CIB) is necessary. Funds for this purchase are budgeted and available under the Department of Technology, Information Services Division, in the Information Services GO Debt Fund. Project name: CTV Facility Renovation, Project: P470031-100003, the Department of Technology, Information Services Division, Information Services GO Debt Fund. The total expenditure associated with this ordinance is $81,941.90.
CONTRACT COMPLIANCE
Vendor: B & H Foto & Electronics, Inc.
EBO_CC 000621 Expiration: 11/29/2025
Title
To authorize the Director of the Department of Technology to enter into contract with B & H Foto & Electronics, Inc. for the one-time purchase of Sony large sensor video cameras, lenses and accessories to be used by DoT staff within the city’s Government Television Division; to amend the 2023 Capital Improvement Budget (CIB); and to authorize the expenditure of $81,941.90 from the Department of Technology, Information Services Division, Information Services GO Debt Fund. ($81,941.90)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into contract with B & H Foto & Electronics, Inc. for the one-time procurement of Sony large sensor video cameras, lenses and accessories for the City of Columbus, CTV Studio in the amount of $81,941.90; and
WHEREAS, The Department of Technology is procuring these goods through the formal bid RFQ025982. The seven (7) responses: B & H Foto & Electronics Inc., DBISP LLC, Mr Cheapo.com LLC, Bill & Mike's Photo Inc., Business Bay LLC, Tarazi LLC, and Focus Camera LLC. The quotes were evaluated and it was determined that B&H Foto & Electronics, Inc. being the lowest overall bid should be awarded the contract; and
WHEREAS, this contract authorizes the one-time purchase of Sony large sensor video cameras, lenses and accessories as well as any warranties that come with the procured goods; and
WHEREAS, it is necessary to amend the 2023 Capital Improvement Budget (CIB); and
WHEREAS, it has become necessary to authorize the Director of the Department of Technology to enter into contract with B & H Foto & Electronics, Inc. for the procurement of Sony large sensor video cameras, lenses and accessories for the usual daily operation of the CTV Media Division before outdated equipment begins to fail, for the preservation of the public health, peach, 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 B & H Foto & Electronics, Inc. for the one-time purchase of Sony large sensor video cameras, lenses, accessories and any warranties passed on by the vendor for $81,941.90.
SECTION 2. The 2023 Capital Improvement Budget is hereby amended as follows to provide budget authority for the project:
Project Number Fund Funding Source Current CIB Amount Revised Amt. Amount Change
470031-100003 5105 Info Services Carryover $0 $81,942.00 $81,942.00
470031-100000 5105 Info Services Carryover $1,955,419.00 $1,873,477.00 $(81,942.00)
470031-100003 5105 Info Services $400,000.00 $318,058.00 $(81,942.00)
470031-100000 5105 Info Services $50,000.00 $131,942.00 $81,942.00
SECTION 3. That the expenditure of $81,941.90, or so much thereof as may be necessary, is hereby authorized to be expended from: (See attachment: 0018-2024 EXP).
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 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 6. 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 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.