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This purchase request is to upgrade Council Chambers audio and video equipment currently installed that is outdated and has exceeded its useful life.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 designed for ease of use and control, while maintaining the current functionality for presentation and microphone pickup; allowing all microphones to be uniform in design and functionality.
Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts.
EMERGENCY ACTION: Emergency action is requested in order to avoid any delays in ordering and receiving equipment in time for the currently-scheduled installation and testing.
FISCAL IMPACT: Funding is available within the Department of Technology, Information Services Division, Information Services Capital Bond Fund, Project Name: E-Gov Initiatives (Carryover), Project Number: P470050-100000.
CONTRACT COMPLIANCE:
Vendor Name: AVI Systems, Inc.: CC#: 45-0321251
DAX Account #: 008081 Expiration Date: 01/24/2021
Title
To authorize the Director of the Department of Technology, on behalf of City Council, to establish a contract/ purchase order with AVI Systems, Inc. for the acquisition and installation of audio and video equipment and annual support services including a contingency fee for any unforeseen cost, utilizing a State of Ohio, State Term Schedule; to authorize the expenditure of $126,000.00 from the Department of Technology, Information Services Division, Information Services Bond Fund; and to declare an emergency. ($126,000.00)
Body
WHEREAS, the audio and video equipment currently installed in Council Chambers is outdated and has exceeded its useful life; and
WHEREAS, 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; and
WHEREAS, this legislation authorizes the Director of the Department of Technology on behalf of City Council to establish a contract/ purchase order for the acquisition of audio and video equipment, implementation services, and a one year support agreement from AVI Systems, Inc. at a cost of $115,090.00 from an existing State Term Schedule, in addition to a contingency amount of $10,910.00 for any unforeseen expenses associated with the replacement of existing equipment for a total cost of $126,000.00; and
WHEREAS, an emergency exists in the usual daily business of the city in that it is immediately necessary for the Director of the Department of Technology, on behalf of City Council to establish a contract/ purchase order with AVI Systems, Inc. for replacing the audio and video equipment in Council Chambers in order to avoid any interruption of service, thereby preserving the public health, property, peace, 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 a contract and establish a purchase order with AVI Systems, Inc. from an existing State Term Schedule Contract STS-800753 expiring 3/31/2020, for audio and video equipment and associated services for use in City Council Chambers totaling $115,090.00, in addition to a contingency of $10,910.00 for any unforeseen expenses for a total of $126,000.00.
SECTION 2. That the expenditure of $126,000.00 or so much thereof as may be needed is hereby authorized to be expended as follows (See 0839-2019 EXP financial coding sheet):
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Information Technology Broadcasting and Telecommunications | Project Name: E-Gov Initiatives | Project Number: P470050-100000 {Carryover} | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: N/A| Section 4: N/A | Section 5: N/A | Amount: $75,568.00 | {audio and video hardware}
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: E-Gov Initiatives {Carryover} | Project Number: P470050-100000 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: N/A| Section 4: N/A | Section 5: N/A | Amount: $39,522.00 |{Professional Services & support agreement}
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: E-Gov Initiatives {Carryover} | Project Number: P470050-100000 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: N/A| Section 4: N/A | Section 5: N/A | Amount: $10,910.00| {Contingency}
SECTION 3. 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 4. 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 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. 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.