Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into contract for the Facilities Management Division with VEC Systems, in the amount of $546,200.00 for the renovation of the roof at 750 Piedmont Road. The current roof is approximately forty-five years old and is decaying. The renovation will consist of the replacement of the current roof with a granular-textured roof of modified bitumen asphalt. The project was bid with certain LEED elements, per the Mayor's "Get Green Columbus" policy initiative. The project meets LEED requirements for reducing roof heat island effect, incorporating recycled materials, and using locally manufactured materials. The contractor has one hundred twenty days upon notification of the award of the contract to complete the project. The roof will include a two-year workmanship guarantee from the contractor and a thirty-year material and workmanship guarantee from the Manufacturer.
Formal proposals were solicited on July 25, 2005. Four firms submitted proposals on August 23, 2005 as follows: (0 MBE, 0 FBE).
VEC Systems $546,200.00
Field & Associates, Inc. $548,794.00
K & W Roofing, Inc. $596,950.00
General Maintenance and Engineering Co., Inc. $721,593.00
It is the recommendation of the Facilities Management Division to award this contract to the most responsive and responsible bidder, VEC Systems. Contract Compliance Number 04-3702089, exp. 09/27/2007.
This ordinance also authorizes the transfer, appropriation, and expenditure of $546,200.00 from the Special Income Tax Fund to pay for this project. The Special Income Tax transfer and appropriation is a temporary measure until the City sells notes or bonds for this project.
Emergency action is requested so that the contractor will be able to complete this project during good weather.
Fiscal Impact: The Facilities Management Division has requested $546,200.00 in the 2005 Bond Sale for this project. The Special Income Tax fund has a sufficient budget to support the cost of the project. The cost of this contract is $546,200.00.
Title
To authorize and direct the City Auditor to transfer $546,200.00 from the Special Income Tax Fund to the Facilities Management Capital Improvement Fund, to authorize the Finance and Management Director to enter into contract for the Facilities Management Division with VEC Systems for the renovation of the roof at 750 Piedmont Road, to authorize the expenditure of $546,200.00 from the Facilities Management Capital Improvement Fund, and to declare an emergency. ($546,200.00)
Body
WHEREAS, the roof at 750 Piedmont Road is in disrepair and in need of replacement, and
WHEREAS, the Facilities Management Division recommends acceptance of the bid submitted by VEC Systems as the most responsive and responsible bid, and
WHEREAS, a transfer of funds from the Special Income Tax Fund is necessary to fund this purchase; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund the amount transferred; and
WHEREAS, the aggregate principal amount of additional obligations which the City will issue to finance this purchase is presently expected not to exceed $546,200.00, and
WHEREAS; an emergency exists in the usual daily operation of the Facilities Management Division in that it is immediately necessary to authorize the Finance and Management Director to enter into contract with VEC Systems for a roof renovation at 750 Piedmont Road, thereby preserving 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 sum of $546,200.00 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 430, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2005 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023, Object Level Three 5502.
SECTION 2. That the City Auditor is hereby authorized to transfer said funds to the Facilities Management Capital Improvement Fund, Fund 733, at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
SECTION 3. That the amount of $546,200.00 is hereby transferred and appropriated to the Facilities Management Division 45-07, Capital Improvement Fund, Fund 733, Facility Renovation Project 570030, OCA Code 643437, Object Level Three Code 6601.
SECTION 4. That upon obtaining other funds for the Facility Renovation Project, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 2, above, and said funds are hereby deemed appropriated for such purpose.
SECTION 5. That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in Section 2, above.
SECTION 6. The City intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
SECTION 7. That the Finance and Management Director is hereby authorized to contract with VEC Systems for the replacement of the roof at 750 Piedmont Road.
SECTION 8. That the expenditure of $546,200.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 7, be and is hereby authorized and approved as follows:
Division: 45-07
Fund: 733
Project: 570030
OCA Code: 450028
Object Level 1: 06
Object Level 3: 6601
Amount: $546,200.00
SECTION 9. 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 or vetoes the same.