Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to enter into a contract on behalf of the Facilities Management Division with Martin Painting for the renovation and restoration of the plaster and wall treatments in City Council Chambers and stairwell to match the existing architectural design and colors at City Hall, 90 West Broad Street. The work is necessary in order to repair damage due to water intrusion and the general age of the faciity.
Bids were solicited and one company submitted a bid on June 11, 2010 as follows (0 MBE, 0 FBE):
Martin Painting $23,400.00
The Facilities Management Division recommends the bid award be made to the most responsive and responsible bidder, Martin Painting.
Emergency action is requested to allow the contractor to complete the work during Council's August break, while traffic is minimal in the facility.
Fiscal Impact: This project is funded in the 2010 Capital Improvement Budget. However, bonds have yet to be sold for the whole project, necessitating a certification against the Special Income Tax Fund. Upon the sale of bonds, this will be reimbursed. The cost of this contract is $23,400.00, plus $10,000.00 contingency for a total of $33,400.00. A contingency of $10,000.00 is being included for potential or unforeseen issues.
Martin Painting Contract Compliance No. 31-0649396, expiration date October 20, 2010.
Title
To authorize the Finance and Management Director to enter into a contract on behalf of the Facilities Management Division with Martin Painting for the renovation and restoration of the plaster and wall treatments in City Council Chambers and stairwell at City Hall, 90 West Broad Street; to authorize and direct the City Auditor to transfer $33,400.00 from the Special Income Tax Fund to the Construction Management Capital Improvements Fund; to authorize the appropriation of said funds in the Construction Management Capital Improvement Fund; to authorize the expenditure of $33,400.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($33,400.00)
Body
WHEREAS, it is necessary to accomplish the renovation and restoration of the plaster and wall treatments in City Council Chambers and stairwell; and
WHEREAS, formal bids were solicited and one vendor responded; and
WHEREAS, it is necessary to transfer funds from the Special Income Tax Fund to this project; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund; and
WHEREAS, the transfer should be considered a temporary funding method; and
WHEREAS, the aggregate principal amount of obligations the City will issue to finance this contract is presently not to exceed $33,400.00; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as define in Section 1.150-2(c) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the project described in this ordinance (the "Project"), and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary for the Finance and Management Director to enter into a contract with Martin Painting for the renovation and restoration of the plaster and wall treatments in City Council Chambers and stairwell at City Hall, 90 West Broad Street to allow the contractor to complete the work during Council's August break, while traffic is minimal in the facility, 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 Finance and Management Director is authorized to enter into a contract on behalf of the Facilities Management Division with Martin Painting for the renovation and restoration of the plaster and wall treatments in City Council Chambers and stairwell to match the existing architectural design and colors at City Hall, 90 West Broad Street.
SECTION 2. The sum of $33,400.00 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, 2010 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023, Object Level Three 5502.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the Construction Management Capital Improvement 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 4. That the amount of $33,400.00 is hereby transferred and appropriated to the Office of Construction Management, 45-07, Construction Management Capital Improvement Fund, Fund 733, City Hall Ceiling Renovations 570031-100128, Object Level One 06, Object Level Three Code 6620, OCA Code 733000.
SECTION 5. That upon obtaining other funds for the renovation and restoration of the plaster and wall treatments at City Hall, 90 West Broad Street the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 3.
SECTION 6. 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.
SECTION 7. That the City intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $33,400.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of the Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse the fund from which the advance for costs of the Project will be made.
SECTION 8. All funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated.
SECTION 9. That the expenditure of $33,400.00, or so much thereof as my be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 45-27
Fund: 733
Project: 570031-100128
OCA Code: 733000
Object Level: 06
Object Level 3: 6620
Amount $33,400.00
SECTION 10. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 11. 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.