Explanation
This ordinance authorizes the Director of the Department of Technology on behalf of the Columbus City Council to enter into contract and establish a purchase order with AVI Systems, Inc. for $126,000.00 utilizing an existing State Term Schedule Contract STS-800753 expiring 3/31/2020 for the acquisition and installation of audio and video equipment for upgrading and replacing equipment in Council Chambers. Due to the constraints associated with scheduling installation of equipment around Council’s regular meeting schedule, as well as other events taking place within Council Chambers, it is deemed in the best interest of the City to purchase from the aforementioned State Term Schedule.
Earlier in 2019, Council and the Department of Technology engaged several vendors, all offering products and pricing through existing State Term Schedules, to submit proposals for replacement and modernization of the equipment in Council Chambers.
The proposal submitted by AVI Systems, Inc. at $115,090.00 (includes $75,568.00 for equipment and delivery cost, $35,522.00 for implementation services, and $4,000.00 for a one year system support agreement) was deemed the highest value and most responsive to the current and future needs of Columbus City Council and the Chamber space. This ordinance will authorize an additional contingency of $10,910.00 for any unforeseen expenses associated with the replacement of existing equipment. The total being requested in this ordinance is $126,000.00
This purchase request is to upgrade Council Chambers audio and video equipment currently installed that is outdated and has exceeded its useful life. This upgrade would include upgrades to the: Microphone Systems, Video Display System and Room Control Systems. The goal of the new system would be to allow for microphone expansion for new Council Members, better mobility when rearranging furniture and an overall upgrade to match current level of technology. The new system will be des...
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