Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into contract with iVideo Technologies, LLC for the procurement and implementation of the Link ACE-2200 automated closed caption services for the City of Columbus, CTV media services operation in the amount of $72,105.00. First year expenditure includes one-time purchase of hardware and software with one year warranty and shipping cost- $65,350.00, associated equipment - $785.00, and installation services - $5,970.00. Subject to mutual agreement and approval of proper city authorities, hardware and software maintenance and support is available for another four (4) years under this contract at a cost of $7,000.00 per year. The term period will be one year from the date of a purchase order confirmed/certified by the Columbus City Auditor’s office. The total amount being requested under this ordinance is $72,105.00.
The move from manual closed captioning services currently (out-sourced) to an (in-house) automated system will allow CTV media services to meet federal captioning requirements for all original government programming, provide enhanced services to residents, including translation to Spanish, and provide the City a return on the investment during its third year of implementation.
The ACE automated captioning equipment will receive audio containing speech and send out captioning data to be encoded by a closed captioning encoder. The unit uses a cutting-edge computational linguistics program to convert speech to text and then sends that text out with captioning data. The captioning data and text can be sent out by either RS 232 (serial) or TCP/IP.
The Department of Technology procured this equipment and service in 2019 through formal Request for Proposal (RFP) RFQ012127 published on April 11 and opened on May 2, 2019. Three vendors responded to the RFP. One proposal from Quick Caption, was deemed by the review committee to be non-responsive. The remaining two proposals from AVI Systems and iVideo Technologies, LLc, were reviewed and scored by the RFP committee, with iVideo Technologies, LLc receiving the highest score for being the lowest cost and most responsive bid.
Vendor Score Amount
iVideo Technologies, LLc 526 $72,105.00
AVI Systems 446 $84,980.00
Quick Caption (Non- Responsive)
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2019 Capital Improvement Budget (CIB); ordinance#:1326-2019 passed June 3, 2019 to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY: The Department of Technology is requesting an emergency designation to ensure the new system is implemented and tested prior to the expiration of the existing out-sourced manual closed captioning contract.
FISCAL IMPACT:
In 2017 and 2018, the Department of Technology legislated $61,000.00 (Ord.#:1530-2017) and $40,950.00 (Ord.#:1837-2018) for closed captioning services to be provide to CTV media services. Funds for this purchase are budgeted and available under the Department of Technology, Information Services Division, Information Services Bond Fund, Project Name: Media Services- Control Room Equipment (carryover), Project Number: 470054-10001. The total cost associated with this ordinance is $72,105.00.
CONTRACT COMPLIANCE:
Vendor Name: iVideo Technologies, LLc F.I.D.#:27-4267240/ Expiration Date: 6/11/2021
DAX Account #: 011533
Title
To amend the 2019 Capital Improvement Budget; to authorize the transfer of appropriation and cash between projects; to authorize the Director of the Department of Technology to enter into contract with iVideo Technologies, LLC for the procurement and implementation of the Link ACE-2200 automated closed caption system for the City of Columbus, CTV media services; to authorize the expenditure of $72,105.00 from the Department of Technology, Information Services Division, Information Services Bond Fund; and to declare an emergency. ($72,105.00)
Body
WHEREAS, the Department of Technology, CTV media services section has a need to acquire an automated closed caption system to implement and provide in-house closed captioning services to meet federal captioning requirements for all original government programming, provide enhanced services to residents, including translation to Spanish; and
WHEREAS, The Department of Technology procured this hardware, software and service through a formal Request for Proposal (RFP) RFQ012127 published on April 11 and opened on May 2, 2019; with iVideo Technologies, LLC receiving the highest score for being the lowest cost and most responsive bid; and
WHEREAS, this ordinance will authorize the Director of the Department of Technology to enter into contract with iVideo Technologies, LLC for the procurement and implementation of the Link ACE-2200 automated closed caption system for the City of Columbus, CTV media services section for a first year expenditure that includes a one-time purchase of hardware and software with one year warranty and shipping cost of $65,350.00, associated equipment - $785.00, and installation services - $5,970.00, for a total cost of $72,105.00; and
WHEREAS, subject to mutual agreement and approval of proper city authorities, hardware and software maintenance and support is available for another four (4) years under this contract at a cost of $7,000.00 per year. The term period will be one year from the date of a purchase order confirmed/certified by the Columbus City Auditor’s office; and
WHEREAS, this ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2019 Capital Improvement Budget (CIB); and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology to enter into a contract with iVideo Technologies, LLC for the procurement and implementation of the Link ACE-2200 automated closed caption system, for the City’s CTV media services operation to ensure the new system is implemented and tested prior to the expiration of the existing out-sourced manual closed captioning contract, for the 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 Technology (DoT) be and is hereby authorized to enter into contract with iVideo Technologies, LLC to purchase an automated closed caption system for the City of Columbus, CTV media services operation, for a total cost of $72,105.00. The term period will be one year from the date of a purchase order confirmed/certified by the Columbus City Auditor’s office. Subject to mutual agreement and approval of proper city authorities, hardware and software maintenance and support is available for another four (4) years under this contract at a cost of $7,000.00 per year.
SECTION 2: That the 2019 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund/ (Carryover) #5105: Sub- Fund #:000000
Project Name/Number/Sub-Fund Current CIB Amount Revised Amount Amount Change
47-02 Routing Equipment Upgrade:
P470046-100002 /carryover / $ 36 $ -0- ($36)
47-02 Uninterruptable Power Supply (UPS):
P470046-100003 /carryover / $ 42,724 $ 35,661 ($7,063)
47-02 E-Gov Initiatives.:
P470050-100000 /carryover / $ 18,520 $ -0- ($18,520)
47-02 Media Services- Control Room Equip.:
470054-100001 /carryover / $ 46,486 $ 79,205 $ 25,619
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bonds Fund as follows:
Transfer from:
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Routing Equipment Upgrade| Project Number: P470046-100002 (Carryover) | Program Code: CW001| Object Class: 99 | Main Account: 50000| Amount: $36.00
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Uninterruptable Power Supply (UPS):| Project Number: P470046-100003 (Carryover) | Program Code: CW001| Object Class: 99 | Main Account: 50000| Amount: $7,063.00
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: E-Gov Initiatives:| Project Number: P470050-100000 (Carryover) | Program Code: CW001| Object Class: 99 | Main Account: 50000| Amount: $18,520.00
Transfer To:
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Media Services- Control Room Equipment:| Project Number: P470054-100001 (Carryover) | Program Code: CW001| Object Class: 99 | Main Account: 50000| Amount: $25,619.00
SECTION 4: That the expenditure of $72,105.00 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 1793-2019 EXP):
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Information Technology Broadcasting and Telecommunications | Project Name: Media Services- Control Room Equipment| Project Number: P470054-100001{Carryover} | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201| Section 4: IT11| Section 5: N/A| Amount: $66,135.00 {Hardware/software}
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: Media Services- Control Room Equipment| Project Number: P470054-100001{Carryover}| Object Class: 06 | Main Account: 66530 | Program Code: CW001| Section 3: 470201| Section 4: IT11| Section 5: N/A | Amount: $5,970.00{Professional Services}
SECTION 5: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 6: 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 7: 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 8: 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.