Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract on behalf of the Facilities Management Division with Mid Ohio Air Conditioning for the renovation of the existing air handler and condensing unit at the Refuse Collection Division Administrative Building, 2100 Alum Creek Drive. The air conditioning unit that cools the offices has failed. The unit is approximately twenty years old, which is the average life cycle of these units. The air handler is also twenty years old and is in poor condition. Replacing both pieces of equipment will save on service calls. The new equipment life expectancy is 15-20 years.
The contract was formally bid (SA003169) for emergency service and repair of various building heating, ventilating, and air conditioning systems under the purview of the Facilities Management Division. The term of the contract is April 1, 2009 through March 31, 2010 with four renewal options. This ordinance modifies this contract in order to expedite the replacement of these units, otherwise with hot summer days ahead the work conditions inside this facility will likely become unbearable. The modification is necessitated because the original contract was established in the General Fund. This particular project is more suitably funded by the General Permanent Improvement Fund, thereby saving scarce General Fund dollars for future unexpected HVAC breakdowns.
This ordinance also authorizes the transfer of funds and an appropriation of funds in the General Permanent Improvement Fund.
Emergency action is requested so that the necessary HVAC renovations can occur as quickly as possible, thereby providing cooling to users of the facility during the hottest period of the year.
Fiscal Impact: The cost of this ordinance is $12,970.00. Funding will come from the General Permanent Improvement Fund, Refuse Collection Facilities Improvements Project.
Mid Ohio Air Conditioning Contract Compliance #31-0732219 expiration date May 15, 2010.
Title
To appropriate and transfer $12,970.00 in the General Permanent Improvement Fund; to authorize the Finance and Management Director to modify a contract with Mid Ohio Air Conditioning for the replacement of the existing air handler and condensing unit at the Division of Refuse Collection's Administrative Building, 2100 Alum Creek Drive; to authorize the expenditure of $12,970.00 from the General Permanent Improvement Fund; and to declare an emergency. ($12,970.00)
Body
WHEREAS, it is necessary to accomplish the replacement of the existing air handler and condensing unit at the Division of Refuse Collection's Administrative Building, 2100 Alum Creek Drive; and
WHEREAS, the Facilities Management Division has a contract for emergency service and repair of various building heating, ventilating and air conditioning systems; and
WHEREAS, Bid SA003169 was awarded to Mid Ohio Air Conditioning in 2009; 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 to modify the contract for the renovation of the existing air handler and condensing unit at the Refuse Collection Division Administrative Building, 2100 Alum Creek Drive to provide cooling to users of the facility thereby preserving the public health, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That from the unappropriated monies in the General Permanent Improvement Fund (Fund 748), and from the monies estimated to come into said fund from any and all sources unappropriated for any other purpose during the fiscal year ending December 31, 2009, the sum of $12,970.00 be and hereby is appropriated to the Refuse Collection Scrap Metal Project, Dept/Div. No. 59-02, Object Level One Code 06, Object Level Three Code 6620, OCA Code 642645, and Project 520765.
SECTION 2. That the City Auditor is hereby authorized and directed to transfer funds as follows:
FROM:
Dept/Div: 59-02 | Fund 748 | Project Number: 520765 | Project Name - Refuse Collection Scrap Metal | OCA Code 642645 | Amount: $12,970.00
TO:
Dept/Div: 59-02 | Fund 748 | Project Number: 590086 | Project Name - Refuse Collection Facilities Improvements | OCA Code 642645 | Amount: $12,970.00
SECTION 3. That the Finance and Management Director is hereby authorized to modify a contract with Mid Ohio Air Conditioning for the replacement of the existing air handler and condensing unit at the Refuse Collection Division Administrative Building, 2100 Alum Creek Drive.
SECTION 4. That the expenditure of $12,970.00 or so much thereof as may be necessary in regard to the action in SECTION 3, be and is hereby authorized and approved as follows:
Division: 59-02
Fund: 748
Project: 590086
OCA: 642645
Object Level 1: 06
Object Level 3: 6620
Amount: $12,970.00
SECTION 5. 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 6. That for the reasons state in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.