Explanation
Background: This legislation authorizes the Finance and Management Director to modify a professional services contract for the Facilities Management Division with eS Architecture and Development, Inc. for work which included the development of a plan to physically consolidate in one location within 757 Carolyn Avenue, appropriate employees from the Departments of Development, Public Service and Public Utilities into a single review location. This consolidation is the result of an extensive review of operations within the City of Columbus' s One Stop Shop Program by the Mayor. By bringing these teams together, the City will further streamline communications and operations and greatly improve efficiency and customer service.
This modification will provide $119,500.00 to enable eS Architecture and Development, Inc. to provide additional electrical engineering and schematic design/design development services, construction document development, bidding, and permitting assistance. Additional design services were necessary for two reasons. Initial indications are that there is not sufficient electrical capacity within 750 Piedmont Road to house additional employees, work stations, and equipment. Employees from the Housing Division, currently located at 757 Carolyn Avenue, are programmed to move to 750 Piedmont Road. This will free up space to allow for the consolidation of the plat and construction plans review staff in the Carolyn Avenue facility. The need for this electrical work was unknown when the project commenced. In addition, the original plan called for the relocation of the Code Enforcement staff from Carolyn Avenue to Piedmont Road. Due to recent changes in the both the Housing and Code Enforcement operations, including the expansion of Code Enforcement staff, it has become evident that moving the Housing Division staff will result in significantly less disruption to overall department, division, and section operations. This change has resulted in the need to redesign portions of the project. Even though the changes have resulted in increased design costs, it is believed that the project can be completed within the original budget. All pricing for increased work will remain consistent with original costs proposed in the original contract.
Ordinance No. 1521-2005, passed September 21, 2005, authorized the original contract. eS Architecture and Development, Inc was hired by the city to undertake a space needs study and produce a master plan for the use of core city facilities. The Carolyn/Piedmont complex was included in this original study. Because some documentation necessary to complete a successful consolidation had already been collected under the original contract, the Department modified the original contract to include the detailed, site specific, space programming and construction drawings, as well as construction administration necessary for the consolidation, through Ordinance No. 1820-2005, passed November 23, 2005.
Emergency action is requested so that the consolidation of the plans review staff within the City of Columbus' One Stop Shop Program and the corresponding improvements in efficiency and customer service can begin as soon as possible.
Fiscal Impact: Funding for the second modification totaling $119,500.00 is available in the Facilities Management Capital Improvement Fund. The amount of the original contract was $334,271.00; the first modification was $60,000.00; the total modified cost is $513,771.00. eS Architecture and Development, Inc. Contract Compliance Number 31-1448505, exp. 11/29/2007.
Title
To authorize the Finance and Management Director to modify a contract for the Facilities Management Division with eS Architecture and Development, Inc. in order to develop a plan to physically consolidate, in one location within 757 Carolyn Avenue, appropriate employees from the Departments of Development, Public Service and Public Utilities' plat and construction plans review staff into a single review location, to authorize the expenditure of $119,500.00 from the Facilities Management Capital Improvement Fund, and to declare an emergency. ($119,500.00).
Body
WHEREAS, it is necessary for the Finance and Management Director to modify a space needs professional services contract in order to plan for the consolidation, in one location within 757 Carolyn Avenue, of employees from the Departments of Development, Public Service and Public Utilities' plat and construction plans review staff into a single review location, and
WHEREAS, the contract was originally authorized by Ordinance 1521-2005, passed September 21, 2005, and
WHEREAS, the contract was modified by Ordinance 1820-2005, passed November 23, 2005, 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 authorize the Finance and Management Director to modify a contract with eS Architecture and Development, Inc. so that employees from the Departments of Development, Public Service and Public Utilities's plat and construction plans review staff can be consolidated into a single review location as soon as possible, 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 with eS Architecture and Development, Inc. for a space study/facilities master plan, in order to develop a plan to consolidate, in one location within 757 Carolyn Avenue, appropriate employees from the Departments of Development, Public Service and Public Utilities's plat and construction plans review staff into a single review location.
SECTION 2. That the expenditure of $119,500.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 45-07
Fund: 733
Project: 570030
OCA Code: 450028
Object Level 1: 06
Object Level 3: 6601
Amount: $119,500.00
SECTION 3. That for 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 or vetoes the same.