Explanation
Background:
Proposals were received by the Recreation and Parks Department on August 16, 2013 for the design, build, purchase, installation, and maintenance services for exercise rooms as follows:
Status
G&G Fitness MAJ
Design Fitness MAJ
Commercial Fitness Solutions MAJ
The Fitness Doctor MAJ
Berry's Barbell MAJ
123 Wellness MAJ
School Specialty MAJ
Promaxima MAJ
BSN Sports Inc MAJ
Upon evaluation, G&G Fitness was selected as the vendor of choice. Services will include the design and preparation of fitness room equipment specifications for city review, fitness room layout for city review, purchase and installation of all selected equipment, removal and disposal of discarded equipment, three (3) years of preventive maintenance, and cleaning and repair of all newly acquired and existing equipment as noted within request for proposal.
The format for the award of these services is per Section 329.12 of the Columbus City Code.
This initial $200,000 ordinance will be for the design, purchase, and installation of fitness equipment at (6) of 13 recreation facility locations that fall under the fitness program and this maintenance contract. Those recreation centers are the Adventure Center, Beatty, Brentnell, Marion Franklin, Schiller Park, and Thompson Recreation Centers.
Expenditure legislation will be required yearly for this 3 year replacement and maintenance program based on this evaluation process. Contract will commence April 1, 2014 and be complete March 31, 2017. Yearly contracts will have a not-to-exceed expenditure limit of $75,000.00 and will include $40,000.00 in equipment replacement costs and $35,000.00 in repairs and preventative maintenance of existing equipment to (6) centers listed in initial order and (7) additional recreation facilities: Blackburn, Dodge, Far East, Gille, Lazelle, Martin Janis, Milo Grogan, Westgate, and Whetstone.
Principal Parties:
G&G Fitness
Bryan Knapp
2656 Sawmill Place Blvd.
Dublin, OH 43235
614-336-0036
compliance # 16-1365573; expiration date is 08/13/2015
Fiscal Impact:
$200,000.00 is required and budgeted in the Recreation and Parks Permanent Improvement Fund 747 to meet the financial obligations of this expenditure.
Title
To authorize and direct the Director of Recreation and Parks to enter into contract with G&G Fitness for the design, build, installation, and maintenance of fitness equipment; to amend the 2013 Capital Improvements Budget,to appropriate and to transfer $100,000.00 with fund 747, to authorize the expenditure of $200,000.00; and to declare an emergency. ($200,000.00)
Body
WHEREAS, proposals were received by the Recreation and Parks Department on August 16, 2013 for the
design, build, installation, purchase, and maintenance of fitness equipment; and
WHEREAS, a committee of (5) selected G&G Fitness as the service provider based on evaluation criteria as listed in the request for proposal; and
WHEREAS, an initial design and fitness equipment order will be authorized in the amount of $200,000.00; and
WHEREAS, a (3) year equipment replacement and maintenance agreement will be authorized in the amount of $75,000.00 yearly starting April 1, 2014; and
WHEREAS, the 2013 Capital Improvement Budget will be amended to reflect the fund transfers from projects within Fund 747 for the fitness equipment project; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into contract with G&G Fitness for fitness equipment improvements so that design can be completed in time to use equipment over winter season, 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 Director of Recreation and Parks is hereby authorized to enter into contract with G&G Fitness in the amount of $200,000 for initial design services and fitness equipment at various Recreation and Parks Facilities.
SECTION 2. That the Director of Recreation and Parks is hereby authorized to enter into contract with G&G Fitness in the amount of $75,000 yearly commencing April, 1 2014 for design services, fitness equipment, and fitness equipment maintenance at various Recreation and Parks Facilities.
SECTION 3. That the contract with G&G Fitness for design services, equipment replacement, and fitness equipment maintenance at various Recreation and Parks Facilities will commence April 1, 2014 and renew yearly for (2) additional years ending March 31, 2017.
SECTION 4. That the 2013 Capital Improvements Budget Ordinance 0645-2013 is hereby amended as follows in order to provide sufficient budget authority for this legislation .
CURRENT:
Fund 747: Project 747999-100000/Unallocated Balance Fund 747/$235,355(Carryover/Adding Authority from $151,138 to match cash balance)
Fund 747: Project 510040-100000/Equiptment/$0(Carryover)
AMENDED TO:
Fund 747: Project 747999-100000/Unallocated Balance Fund 747/$135,355(Carryover)
Fund 747: Project 510040-100000/Equiptment/$100,000 (Carryover)
SECTION 5. That the amount of $100,000.00 is hereby appropriated to the Recreation and Parks Permanent Improvement Fund, as follows:
FundType Dept. Fund Project No. Level 3 OCA Code Amount
Cap. Proj. 51-01 747 747999 6651 900747 $100,000.00
SECTION 6. That the transfer of $100,000.00 of cash and appropriation within the Recreation and Parks Permanent Improvement Fund be and is hereby authorized to provide funds in the correct project area for various improvements for the Recreation and Parks Department as follows:
FROM:
Type Dept. Fund Project # Name O. L. 3 OCACode Amount
Capital 51-01 747 747999-100000 Unallocated 6651 900747 $100,000.00
TO:
Type Dept. Fund Project # Name O. L. 3 OCACode Amount
Capital 51-01 747 510040-100000 Equipment 6651 747040 $100,000.00
SECTION 7. That the expenditure of $200,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Permanent Improvement Fund 747, as follows:
Project OCA Code Oject Level 3 Amount
510040-100000 (Equipment) 747040 6651 $100,000.00
510025-100018(Northeast) 510918 6651 $22,000.00
510025-100023 (South Linden) 510923 6651 $13,000.00
510025-100008 (Far South) 510908 6651 $20,000.00
510025-100011(Greenlawn-Frank) 510911 6651 $19,000.00
510025-100017 (North Linden) 510917 6681 $6,000.00
510025-100019 (Northland) 510919 6681 $20,000.00
SECTION 8. 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; except that no transfer shall be so made from a project account funded by monies from more than one source.
SECTION 9. 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 legislation
SECTION 10. 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 10 days after passage if the Mayor neither approves nor vetoes the same.