Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract on behalf of the Facilities Management Division with 2K General Company for the repair and maintenance of certain facilities under the purview of the Facilities Management Division when resources or ability exceeds that which the division is unable to meet in a timely manner.
The original contract was formally bid through SA005402. Ordinances Nos. 2808-2014 and 0820-2015 authorized modifications of the contract for renovation, maintenance, and repair of Division of Police facilities under the purview of the Facilities Management Division but not able to be completed by in-house Facilities maintenance staff. This ordinance represents a second modification to this contract.
In 2011, the Department of Finance and Management replaced and upgraded what was then a twenty-five (25) year old exterior lighting system. It had surpassed its useful life, was in disrepair, and was costly to maintain. Additionally, the existing system did not have adequate coverage for security purposes. The renovation also reduced electricity consumption by ninety percent (90%), provided better lighting, and improved security by providing even lighting throughout the entire perimeter of the building.
The existing exterior upper band lighting on City Hall has recently encountered some failure of the LED strands which had surpassed their original warranty. Failure of these strands was partially caused by the manufacturer's and contractor's installation method, which was based on parameters related to the historic preservation of City Hall's exterior, however, in conjunction with replacement of the failed LEDs, it is recommended that all the LEDs be replaced with improved, higher performance products from the same manufacturer, installed to maintain/preserve City Hall's exterior. Some salvage value will be provided for the existing LEDs after removal. The newer technology lighting should produce better quality color and sequencing programming. Working with the manufacturer enables the city to purchase the replacement light strands at a considerably less cost than any other option. Furthermore, the manufacturer has agreed to provide an extended warranty for the replacement strands. This recommendation will result in an improved and more reliable system with an extended warranty at a fraction of the original project cost.
Emergency action is requested so the renovation of the lighting system can occur during warmer months and result in rectifying the energy and cost savings project to the city.
2K General Company, Contract Compliance No. 31-1653018, expiration date June 17, 2016.
Fiscal Impact: The cost of this modification is $35,000.00. Funding is available in the Construction Management Capital Improvement Fund.
Title
To authorize the Finance and Management Director to modify a contract on behalf of the Facilities Management Division with 2K General Company for the renovation of the exterior lighting at City Hall, 90 West Broad Street; to authorize the total expenditure of $35,000.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($35,000.00)
Body
WHEREAS, the original contract was formally bid through SA005402; and
WHEREAS, Ordinance Numbers 2808-2014 and 0820-2015 authorized modifications of the contract for renovation and assessment of facilities under the purview of the Facilities Management Division site assessments and general contracting services at various Division of Police facilities that cannot always be completed by in-house Facilities maintenance staff; and
WHEREAS, existing exterior upper band lighting on City Hall has recently encountered some failure of the LED strands which have surpassed their original warranty and are in need of renovation; and
WHEREAS, this renovation will result in an improved and more reliable system with an extended warranty at a fraction of the original project cost; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Facilities Management Division, in that it is immediately necessary to authorize the Director to modify a contract with 2K General Company for the renovation of the upper band lighting of Columbus City Hall 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 modify a contract on behalf of the Facilities Management Division with 2K General Company for the renovation of the upper band lighting of Columbus City Hall.
SECTION 2. That the expenditure of $35,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby and authorized and approved as follows:
Division: 45-50
Fund: 733
Project: 570030-100120
OCA Code: 733120
Object Level 1: 06
Object Level 3: 6620
Amount: $35,000.00
SECTION 3. 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 4. 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 5. 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 6. 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.