Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to reestablish a purchase order that was cancelled in error with Setterlin Building Company for the completed 2019 Shelterhouse Renovations Project. The total amount of $83,909.00 is being authorized by this ordinance.
The contract for this project was authorized by Ordinance 2244-2020 and construction began in the fall of 2020. This project was substantially completed in April 2023 and, at the end of the one year warranty period, the remaining funds on the original purchase order were mistakenly cancelled. The vendor had a change in staffing at the end of the project and the final billings were not sent to the Recreation and Parks Department until 2025 after the purchase order had been cancelled.
Principal Parties:
Setterlin Building Company
560 Harmon Avenue
Columbus, Ohio 43233
Mark Setterlin, (614) 459-7077
Contract Compliance Number: 004372
Contract Compliance Expiration Date: September 19, 2026
Emergency Justification: Emergency action is requested so that the final invoice can be paid for the completed work.
Benefits to the Public: These improvements improved the functionality and visual aesthetics of the facilities, creating a higher quality experience for customers.
Community Input/Issues: The improvements performed came at the request of the customers who rent the facilities. Also, during the design process, area commissions were engaged.
Area(s) Affected: Downtown (55)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by updating and renovating existing park facilities.
Fiscal Impact: $83,909.00 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this expenditure.
Title
To authorize the Director of Recreation and Parks to reestablish a purchase order that was cancelled in error with Setterlin Building Company for the completed 2019 Shelterhouse Renovations Project; to authorize the transfer of $83,909.00 within the Recreation and Parks Voted Bond Fund; to authorize the expenditure of $83,909.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($83,909.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to reestablish a purchase order with Setterlin Building Company for the 2019 Shelterhouse Renovations Project; and
WHEREAS, it is necessary to authorize the transfer of $83,909.00 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2024 Capital Improvements Budget Ordinance 1907-2024 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $83,909.00 from the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to reestablish a purchase order with Setterlin Building Company so that the final invoice can be paid for the completed work, all for the preservation of the public health, peace, property, safety, and welfare and, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to reestablish a purchase order that was cancelled in error with Setterlin Building Company for the completed 2019 Shelterhouse Renovations Project. The amount that needs to be reestablished on a new purchase order, so the project can be invoiced and closed out, is $83,909.00.
SECTION 2. 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 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 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 5. That the transfer of $83,909.00 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Fund 7702 per the account codes in the attachment to this ordinance.
SECTION 6. That the 2024 Capital Improvements Budget Ordinance 1907-2024 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects:
Fund / Project / Project Name / Current Revised Authority / Current Remaining Authority / Change / Amended Revised Authority / Amended Remaining Authority
Fund 7702 / P510122-100000 / Athletic Complexes AC Renovations (Voted Carryover) / $0 / $0 / $12,332 / $12,332 / $12,332 (to match cash)
Fund 7702 / P511014-100000 / Security Improvements (Voted Carryover) / $400,000 / $0 / $10,976 / $410,976 / $10,976 (to match cash)
Fund 7702 / P517000-100000 / Opportunity Projects - Misc (Voted Carryover) / $0 / $0 / $52,003 / $52,003 / $52,003 (to match cash)
Fund 7702 / P510119-100000 / Central Maintenance Zone (Voted Carryover) / $11,117 / $11,117 / ($11,117) / $0 / $0
Fund 7702 / P510122-100000 / Athletic Complexes AC Renovations (Voted Carryover) / $12,332 / $12,332 / ($12,332) / $0 / $0
Fund 7702 / P511014-100000 / Security Improvements (Voted Carryover) / $10,976 / $410,976 / ($8,457) / $402,519 / $2,519
Fund 7702 / P517000-100000 / Opportunity Projects - Misc (Voted Carryover) / $52,003 / $52,003 / ($52,003) / $0 / $0
Fund 7702 / P515004-100000; 2019 Shelterhouse Renovations - Goodale and North Bank (Voted Carryover) / $0 / $0 / $83,909 / $83,909 / $83,909
SECTION 7. For the purpose stated in Section 1, the expenditure of $83,909.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
SECTION 8. That this ordinance, for the reasons stated in the preamble, which are made a part of this ordinance and fully incorporated for reference as if rewritten, is declared to be an emergency measure and shall take effect and be in force from and after this ordinance’s passage and approval by the Mayor or ten (10) days after its adoption if the Mayor neither approves nor vetoes the same.