Explanation
Background: This legislation authorizes the Finance and Management Director to enter into a professional services contract for the Facilities Management Division with eS Architecture and Development, Inc. for a space needs study/facilities master plan.
eS Architecture and Development, Inc. will provide a space needs study of certain City facilities and a master plan for future use and possible expansion for the years 2006 through 2015. Core buildings to be studied are City Hall, 50 West Gay Street, 109 North Front Street, the Central Safety Building, 120 West Gay Street, 757 Carolyn Avenue, 750 Piedmont Avenue, and 375 South High Street. The total square footage of these core buildings is 967,027. In addition, three buildings from the Utilities Department are also included in the space study/master plan. These buildings are the Utilities Complex at 910 Dublin Road, the Sewer Surveillance Laboratory building at 900 Dublin Road, and the Electricity Division building at 3500 Indianola Avenue. The estimated square footage of these buildings is 248,500. The Utilities Department has undertaken a reorganization of staff that will ultimately result in centralization of financial, human resources, public information, and administrative staff. The overall goal of this contract is to assist the City in translating its strategic goals and objections into a physical plan that will identify where the City should be focusing its resources to meet future demands on its facilities.
This ordinance also authorizes the transfer, appropriation, and expenditure of $65,835.72 from the Special Income Tax Fund to partially pay for this project. The Special Income Tax transfer and appropriation is a temporary measure until the City sells notes or bonds for this project.
Formal proposals were solicited in the City Bulletin on August 9, 2005, and were due on August 24, 2005. Three firms submitted proposals. The firms were eS Architecture and Development, Inc., Maddox NBD, and Asebrook & Company Architects. The proposals were formally evaluated by a three-member evaluation committee. eS Architecture and Development, Inc. received the highest score of 668. Maddux NBD received a score of 556 and Asebrook & Company Architects received a score of 533.
Emergency action is requested so that work may begin as quickly as possible so that the proper management of City facilities is not delayed.
Fiscal Impact: The Facilities Management Division budgeted $300,000.00 in the 2005 Capital Improvement Budget for the completion of this project. Partial funding is available in the current cash balance of the Facilities Management Capital Improvement Fund and the Special Income Tax fund has a sufficient budget to support the transfer of the remaining amount. The Facilities Management Capital Fund will fund $200,097.28 of the costs and the transfer from the Special Income Tax fund is $65,835.72. The Utilities Department will fund $68,338.00. The total cost of this contact is $334,271.00, which includes a 10% contingency. eS Architecture and Development, Inc. Contract Compliance Number 31-1448505, exp. 11/29/2007.
Title
To authorize and direct the City Auditor to transfer $65,835.72 from the Special Income Tax Fund to the Facilities Management Capital Improvement Fund, to authorize the Finance and Management Director to enter into contract for the Facilities Management Division with eS Architecture and Development, Inc. for professional services necessary to develop a space study/facilities master plan, to authorize the appropriation and expenditure of $265,933.00 from the Facilities Management Capital Improvement Fund, to authorize the expenditure of $34,169.00 from the Water Operating Fund, to authorize the expenditure of $34,169.00 from the Sanitary Sewer Fund, and to declare an emergency. ($334,271.00).
Body
WHEREAS, it is necessary for the Finance and Management Department to conduct a space needs study and to develop a master plan for the future needs of certain core buildings, and
WHEREAS, it is necessary for the Utilities Department to conduct a similar study for three of its facilities, in order to facilitate a reorganization of departmental functions, and
WHEREAS, it is necessary to contract with a professional engineer in order to conduct said study and develop said master plan, and
WHEREAS, three firms submitted proposals and eS Architecture and Development, Inc. achieved the highest score from a three-person evaluation committee, 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 $65,835.72, 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 contract with eS Architecture and Development, Inc. for a space study/facilities master plan, so that there is no delay in this project, 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 $65,835.72 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 $65,835.72 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 contract with eS Architecture and Development, Inc. for a space study/facilities master plan.
SECTION 8. That the expenditure of $334,271.00, 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: $265,933.00
Division: 60-09
Fund: 600
OCA Code: 601849
Object Level 1: 03
Object Level 3: 3339
Amount: $34,169.00
Division: 60-05
Fund: 650
OCA Code: 605006
Object Level 1: 03
Object Level 3: 3339
Amount: $34,169.00
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.