Explanation
This ordinance authorizes the City Clerk to enter into contract with AVI Systems Inc. for City Hall conference room renovations.
Columbus City Hall Room 225 is currently outfitted with technology equipment that is beyond its useful life, including media devices that have already failed or are beyond maintenance and repair. As part of this renovation project, AVI Systems Inc. will remove all current technology components and replace all existing cameras, display monitors, install microphones and corresponding rack components, and implement a new presentation system. Upon completion of these upgrades, it is expected that this conference room will be utilized for press conferences and other media events, commission and committee meetings, and for additional meeting space for city staff.
A bid waiver is requested for this contract. Given the need to quickly execute these renovations, a formal RFP process was not utilized. City staff informally solicited bids from multiple vendors and ultimately received two bids. Upon review, it is recommended that AVI Systems Inc. be selected as the vendor of choice.
Emergency action is requested in order for the work to be completed rapidly in anticipation of significantly greater demand in 2024.
Fiscal Impact: Funding is available within the 2023 Capital Improvements Budget. An amendment to the 2023 Capital Improvements budget and a transfer of funding between projects will be necessary.
Title
To authorize the City Clerk to enter into contract with AVI Systems Inc. for City Hall conference room renovations; to amend the 2023 Capital Improvement Budget; to authorize the appropriation, transfer, and expenditure of $165,907.13 within the General Permanent Improvement Fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($165,907.13)
Body
WHEREAS, Columbus City Hall Room 225 is currently outfitted with technology equipment that is beyond its useful life; and
WHEREAS, AVI Systems Inc. will remove all current technology components and replace all existing cameras, display monitors, install microphones and corresponding rack components, and implement a new presentation system; and
WHEREAS, it is necessary to amend the 2023 Capital Improvement Budget; and
WHEREAS, it is necessary to authorize the appropriation, transfer, and expenditure of funds within the General Permanent Improvement Fund; and
WHEREAS, an emergency exists in the usual daily business of the city in that it is immediately necessary to authorize a contract with AVI Systems, Inc. in order for the work to be completed by the end of 2023; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Clerk is hereby authorized to enter into contract with AVI Systems Inc. for City Hall conference room renovations.
SECTION 2. That the 2023 Capital Improvement Budget be amended in Fund 7748 as follows:
Project Number Project Name Revised Auth. Remaining Auth. Change
P748999-100000 Unallocated GPIF Carryover $505,745 $339,837 ($165,908)
P200034-100000 City Council - Room 225 Reno $0 $165,908 $165,908
SECTION 3. That the appropriation of $165,907.13 or so much thereof as may be needed, is hereby authorized within the General Permanent Improvement Fund 7748 per the account codes in the funding attachment to this ordinance.
SECTION 4. That the transfer of cash in the amount of $165,907.13 between projects in fund 7748 is hereby authorized and approved per the accounting codes in the funding attachment to this ordinance.
SECTION 5. That per the action authorized by Section 1 of this ordinance, the expenditure of $165,907.13, or so much thereof as needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 6. That the competitive bidding provisions of the Columbus City Codes are hereby waived.
SECTION 7. 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 8. 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 9. That the City Auditor is hereby authorized to transfer the unencumbered balance remaining for this project account to the unallocated balance account within the same fund upon receipt of proper notification from the Director of the Department administering said project that the project has been completed and the monies are no longer required for this project.
SECTION 10. That for 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.