Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to modify a contract for the Facilities Management Division with Field & Associates, Inc., in the amount of $40,000.00 for the renovation of the roof at 757 Carolyn Avenue. The original contract was authorized by Ordinance 1234-2005, passed July 27, 2005. The modification is requested in order to have this project comply with the Mayor's policy directive "Get Green Columbus 2005: Environmental Stewardship in the 21st Century." The policy directive calls for the City to follow Leadership in Energy and Environmental Design (LEED) criteria when constructing, remodeling, or refurbishing public facilities. The original contract amount was $478,700.00, which included a $45,000.00 contingency. The change order for incorporating LEED is $61,950.00. This modification of $40,000.00 will provide for the change order, leaving $23,050.00 for a contingency. This ordinance also authorizes the City Auditor to transfer $40,000.00 from the Special Income Tax Fund to the Facilities Management Capital Improvement Fund.
Emergency action is requested so that the contractor will not have to delay the project due to underfunding.
Fiscal Impact: The Facilities Management Division budgeted $490,000.00 in the Capital Improvement Budget for this project. The cost of this contract, including this modification of $40,000.00 is $518,700.00. Currently, the Facilities Management Capital Improvement Fund has no cash. The Special Income Tax fund has a sufficient budget to support this appropriation. Field & Associates, Inc. Contract Compliance 31-0516695, exp. 09/28/2007.
Title
To authorize and direct the City Auditor to transfer $40,000.00 from the Special Income Tax Fund to the Facilities Management Capital Improvement Fund, to authorize the Finance and Management Director to modify a contract for the Facilities Management Division with Field & Associates, Inc., for the renovation of the roof at 757 Carolyn Avenue, to authorize the expenditure of $40,000.00 from the Facilities Management Capital Improvement Fund, and to declare an emergency. ($40,000.00)
Body
WHEREAS, the Finance and Management Department is in contract with Field & Associates, Inc. to replace the roof at 757 Carolyn Avenue, and
WHEREAS, the Finance and Management Department requests that the contract be modified in order to allow the contract to proceed with LEED components, and
WHEREAS, a transfer of funds from the Special Income Tax Fund is necessary to fund this purchase; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund the amount transferred; and
WHEREAS, the aggregate principal amount of additional obligations which the City will issue to finance this purchase is presently expected not to exceed $40,000.00, and
WHEREAS; an emergency exists in the usual daily operation of the Facilities Management Division in that it is immediately necessary to authorize the Finance and Management Director to modify a contract with Field & Associates, Inc. for a roof renovation at 757 Carolyn Avenue, 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 sum of $40,000.00 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 430, 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 ending December 31, 2005 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023, Object Level Three 5502.
SECTION 2. That the City Auditor is hereby authorized to transfer said funds to the Facilities Management Capital Improvement Fund, Fund 733, at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
SECTION 3. That the amount of $40,000.00 is hereby transferred and appropriated to the Facilities Management Division 59-07, Capital Improvement Fund, Fund 733, Facility Renovation Project 570030, OCA Code 643437, Object Level Three Code 6601.
SECTION 4. That upon obtaining other funds for the Facility Renovation Project, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 2, above, and said funds are hereby deemed appropriated for such purpose.
SECTION 5. That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in Section 2, above.
SECTION 6. The City intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
SECTION 7. That the Finance and Management Director is hereby authorized to modify a contract with Field & Associates, Inc. for the renovation of the roof at 757 Carolyn Avenue.
SECTION 8. That the expenditure of $40,000.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 7, be and is hereby authorized and approved as follows:
Division: 59-07
Fund: 733
Project: 570030
OCA Code: 643437
Object Level 1: 06
Object Level 3: 6601
Amount: $40,000.00
SECTION 9. 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.