Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into contract with iVideo Technologies, LLC for the procurement and installation of video switcher, graphic generator and video server equipment in the City of Columbus, CTV's studio control room, at a cost of $266,281.25. This cost includes $10,000.00 in contingency funds to cover unanticipated needs and/or circumstances. First year expenditure includes one-time purchase of hardware and associated equipment, installation services, extended warranties, and three (3) year maintenance and support for various equipment being purchased. Subject to mutual agreement and approval of proper city authorities, hardware and software maintenance and support is available for another two (2) years for various equipment under this contract. The coverage 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 of funding being requested under the authority of this ordinance is $266,281.25.
Currently the City uses Ross Vision switcher, which is at end of life, Ross Xpression graphic system and Soft Metal Server which are no longer being supported. The equipment upgrade will allow CTV to have greater flexibility to add new remote video sources, including proposed remote cameras in different city facilities as well as WebEx calls, into our system and routing video signals to different parts of Columbus City Hall.
The Department of Technology procured this equipment and service in 2021 through formal bid RFQ0018744. Three (3) vendors responded to the RFP. The three (3) responses, Force.Tech, Magnasync Filmtools and iVideo Technologies, LLC, were reviewed and scored by the RFP Committee, with iVideo Technologies, LLC receiving the highest score for being the lowest and most responsive bid (please see attached award letter for CTV Control Room).
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2020 Capital Improvement Budget (CIB) to accommodate for the additional expenditure authorized by this ordinance.
FISCAL IMPACT:
To amend the 2020 Capital Improvement Budget; to authorize the transfer of appropriation and cash between projectsFunds 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, Project Number: 470056-10000, the Department of Technology, Information Services Division, Information Services Operating Fund and the General Fund, Operating Fund. The total cost associated with this ordinance is $266,281.25, which includes contingency funds in the amount of $10,000.00 for any unanticipated/unforeseen circumstances.
CONTRACT COMPLIANCE:
Vendor Name: iVideo Technologies, LLC; C.C#/F.I.D.#: 27 - 4267240; Expiration Date: 9/1/2023
(DAX City Account No. #: 011533)
Title
To authorize the Director of the Department of Technology to enter into contract with iVideo Technologies, LLC for the procurement and installation of video switcher, graphic generator and video server equipment in the City of Columbus, CTV's studio control room; to amend the 2020 Capital Improvement Budget; to authorize the transfer of appropriation and cash between projects; and to authorize the expenditure of $266,281.25 from the Department of Technology, Information Services Division, Information Services Bond Fund, the Department of Technology, Information Services Division, Information Services Operating Fund and the General Fund, Operating Fund. ($266,281.25)
Body
WHEREAS, the Director of the Department of Technology desires to enter into contract with iVideo Technologies, LLC for the procurement and installation of video switcher, graphic generator and video server equipment in the City of Columbus, CTV's studio control room, at a cost of $266,281.25. This cost includes $10,000.00 in contingency funds to cover unanticipated needs and/or circumstances. First year expenditure includes one-time purchase of hardware and associated equipment, installation services, extended warranties, and three (3) year maintenance and support for various equipment being purchased; and
WHEREAS, the Department of Technology procured this equipment and service in 2021 through formal bid RFQ0018744. Three (3) vendors responded to the RFP. The three (3) responses: Force.Tech, Magnasync Filmtools and iVideo Technologies, LLC, were reviewed and scored by the RFP Committee, with iVideo Technologies, LLC receiving the highest score for being the lowest and most responsive bid; and
WHEREAS, subject to mutual agreement and approval of proper city authorities, hardware and software maintenance and support is available for another two (2) years for various equipment under this contract. The coverage 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 of funding being requested under the authority of this ordinance is $266,281.25; and
WHEREAS, it is necessary to authorize the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2020 Capital Improvement Budget (CIB); and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into contract with iVideo Technologies, LLC for the procurement and installation of video switcher, graphic generator and video server equipment in the City of Columbus, CTV's studio control room to ensure the new system and equipment is implemented and tested prior to the expiration of the current system or system failures begin to occur, 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 for the procurement and installation of video switcher, graphic generator and video server equipment in the City of Columbus, CTV's studio control room, at a cost of $266,281.25. The coverage 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 two (2) years for various equipment being purchased under this contract.
SECTION 2: That the 2020 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 E-Gov Initiatives.:
P470050-100000 $ 150,000 $ 78,215 ($71,785)
47-02 Media Services- Control Room Equip.:
470056-100000 $ 50,000 $ 121,785 $ 71,785
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: E-Gov Initiatives:| Project Number: P470050-100000 | Program Code: CW001| Object Class: 99 | Main Account: 50000| Amount: $71,785.00
Transfer To:
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Media Services- Control Room Equipment:| Project Number: P470056-100000 | Program Code: CW001| Object Class: 99 | Main Account: 50000| Amount: $71,785.00
SECTION 4: That the expenditure of $266,281.25 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 2410-2021 EXP V2).
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.