Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with OHM Advisors in an amount up to $500,000.00 for Architectural Services - Task Order Basis contract at various City departments.
The Department of Finance and Management (DOFM) initiated a procurement effort that will result in the award and execution of a contract for small-scale projects completed on a task order basis. The intent of the contract is to provide the Office of Construction Management with continuing, contractual resources to professional Architectural services, as well as provide technical expertise to implement projects for various City of Columbus departments. This would include small-scale renovation projects for City facilities that may include but not limited to electrical, plumbing, concrete/asphalt replacement, roof renovations, HVAC replacement, fire suppression systems, and window and door installation.
The Department of Finance and Management, Office of Construction Management, solicited Requests for Proposals for the Architectural Services - Task Order Basis contract.
The project was formally advertised on the Vendor Services website. On October 8, 2021, the city received three (3) responses (0 AS1, 0 FBE, 0 WBE, 0 MBE) as listed. All proposals were deemed responsive and were fully evaluated by the Evaluation Committee:
|
Bidder/Consultant |
City |
FBE/MBE |
|
Legat Architects |
Columbus |
EBOCC |
|
MSA Design |
Columbus |
EBOCC |
|
OHM Advisors |
Columbus |
EBOCC |
OHM Advisors received the highest score by the evaluation committee and therefore the Office of Construction Management is recommending the contract award to OHM Advisors.
The contract compliance number for OHM Advisors is 38-1691323 and it expires November 15, 2023.
Emergency action is requested to provide funding for architectural and design services for city departments so that the design of existing and emergent renovation projects can continue without delay.
Fiscal Impact: This ordinance authorizes an expenditure of $500,000.00 from the Construction Management Capital Improvement Fund with OHM Advisors for small-scale renovation projects for various City of Columbus departments. It is necessary to certify the requisite funds in the amount of $500,000 against the Special Income Tax Fund.
Title
To amend the 2021 Capital Improvement Budget; to authorize the City Auditor to appropriate and transfer funds from the Special Income Tax to the Construction Management Capital Improvement Fund; to authorize the Director of Finance and Management to enter into a contract on behalf of the Office of Construction Management with OHM Advisors for architectural services related to small-scale renovation projects for various City of Columbus departments; to authorize the expenditure of $500,000.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($500,000.00)
Body
WHEREAS, pursuant to a Request for Proposals solicited by the Office of Construction Management, three firms submitted proposals on October 8, 2021 and OHM Advisors achieved the highest score from the evaluation committee; and
WHEREAS, the Office of Construction Management is recommending the contract award to OHM Advisors; and
WHEREAS, it is necessary to authorize the appropriation and expenditure of $500,000 in order for the Office of Construction Management to enter into a contract for small-scale renovation projects at various City departments; and
WHEREAS, it is necessary to amend the 2021 Capital Improvement Budget to establish authority within the correct project; and
WHEREAS, it is necessary to transfer funds from the Special Income Tax Fund to fund this project; and
WHEREAS, the City will reimburse the Special Income Tax Fund; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the aggregated principal amount of obligations which the City will issue to finance this project is presently expected not to exceed $500,000.00; and
WHEREAS, the City anticipates incurring Original Expenditures (as defined 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, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with OHM Advisors for small-scale renovation projects located at various City departments, so that the design of existing renovation projects can continue without delay, 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 hereby authorized to enter into a contract, on behalf of the Office of Construction Management, with OHM Advisors for architectural services related to small-scale renovation projects at various City facilities.
SECTION 2. That the 2021 Capital Improvement Budget authorized by ordinance 2707-2021 be amended as follows to establish sufficient authority for this project:
Project ID | Project Name | Current Authority | Revised Authority | Change
Fund
7733
P570030-100208 | Construction Management - Design Services (Unvoted Carryover) | $0 | $500,000.00 | $500,000.00
SECTION 3. That from the unappropriated monies 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 ended December 31, 2022, the sum of $500,000.00 is appropriated in Fund 4430 (Special Income Tax), Dept-Div 2201 (City Auditor) in Object Class 10 (Transfer Out Operating) and in Fund 7733 (Construction Management Capital Improvement Fund), Dept-Div 4550 ( Finance Director), Project P570030-100208in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. That the transfer of $500,000.00, or so much thereof as may be needed, is hereby authorized from Fund 4430 (Special Income Tax Fund), Dept-Div 2201 (City Auditor) to Fund 7733 (Construction Management Capital Improvement Fund), Dept-Div 4550 (Finance Director) per the account codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $500,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized in Fund 7733 (Construction Management Capital Improvement Fund), Dept-Div 4550, Project P570030-100208 (Construction Management - Design Services), in Object Class 06 (Capital Outlay), per the accounting codes in the attachment to this ordinance.
SECTION 6. That the monies in the foregoing sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. That upon obtaining other funds for this project for the Office of Construction Management, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 4.
SECTION 8. 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 $500,000.00 (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 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 9. 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 10. 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 11. 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 12. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.